You’ve linked your Hotmail account to Gmail, expecting all your emails to show up in one place. But something’s off. New messages from Hotmail aren’t appearing, or they’re trickling in hours late.
This sync issue is frustrating, especially if you rely on both accounts for work or personal stuff. The good part is that most of the time, you can fix it yourself without calling anyone or paying for help. In this post, you’ll learn exactly why this happens and how to get everything working smoothly again.
What Does It Mean When Gmail Won’t Sync Your Hotmail?
When you add a Hotmail (or Outlook) account to Gmail, you’re asking Gmail to fetch emails from Microsoft’s servers. Gmail does this using something called POP or IMAP. Think of it like Gmail reaching into a mailbox at Hotmail’s post office and grabbing your letters. When syncing stops working, that connection breaks.
You might notice a few things when this happens. Emails you know you received in Hotmail don’t show up in Gmail. Or they appear, but only after a long delay of several hours. Sometimes, you’ll see an error message in Gmail’s settings telling you it couldn’t connect to your other account. Other times, there’s no error at all, which makes it even more confusing.
Leaving this unfixed can cause real problems. You could miss important emails from clients, family, or your bank. If you use Gmail as your main inbox, those missed messages might sit unread in Hotmail for days. And if you’re running a small business or freelancing, delayed emails can mean lost opportunities or angry customers.
One more thing to keep in mind: this issue can happen suddenly even if your setup worked fine for months. Server changes, expired passwords, or security updates on either end can break the connection without warning.
Gmail Not Syncing Hotmail: Common Causes
Before you start fixing anything, it helps to understand what’s actually causing the problem. Here are the most common reasons your Gmail and Hotmail accounts stop talking to each other.
1. Wrong Password or Expired Credentials
This is the number one cause. If you changed your Hotmail password recently, Gmail still has the old one saved. It keeps trying to log in with outdated info, and Microsoft’s servers keep saying no.
The same thing happens if Microsoft forces a password reset due to suspicious activity. You might not even realize your password changed until you try to log in somewhere else.
Sometimes, the password looks correct but has a tiny typo you didn’t notice when you first set things up. A single wrong character is enough to block the connection completely.
2. Two-Factor Authentication Blocking Access
Many people turn on two-factor authentication (2FA) for extra security. It’s a smart move. But here’s the catch: Gmail can’t handle that extra verification step when it tries to pull emails from Hotmail.
When 2FA is active, Microsoft expects a code from your phone or an authenticator app. Gmail doesn’t have a way to enter that code automatically. So the login attempt fails every single time.
3. POP or IMAP Settings Are Incorrect
Gmail needs the right server addresses and port numbers to connect to Hotmail. If even one setting is wrong, the sync breaks. This often happens when people copy settings from outdated guides online.
Microsoft has changed its server details over the years. What worked in 2018 might not work today. Using old settings is like trying to call someone on a phone number they had five years ago.
4. Hotmail Account Is Inactive or Locked
Microsoft can lock or deactivate accounts that haven’t been used in a while. If you only access your Hotmail through Gmail and never log in directly, Microsoft might think the account is abandoned.
A locked account won’t let Gmail (or anything else) pull emails. You might not get any error at all. The emails just stop coming through, and you’re left wondering what happened.
5. Gmail’s Fetch Frequency Limits
Gmail doesn’t check your Hotmail account every minute. It has its own schedule, and that schedule can stretch out if there’s low activity. If you don’t get many emails to your Hotmail, Gmail might only check once an hour or even less.
This isn’t a bug. It’s how Gmail saves resources. But it can feel like syncing is broken when really it’s just slow.
Gmail Not Syncing Hotmail: DIY Fixes
Now that you know what might be going wrong, let’s fix it. Try these solutions one by one until your emails start flowing again.
1. Update Your Hotmail Password in Gmail
Start here because it solves the most common problem. Go into Gmail’s settings and re-enter your Hotmail password.
Here’s how:
- Open Gmail on your computer
- Click the gear icon in the top right, then click See all settings
- Go to the Accounts and Import tab
- Find your Hotmail account under “Check mail from other accounts”
- Click edit info next to it
- Enter your current Hotmail password and save
After you do this, Gmail will try to connect again with the fresh credentials. Give it a few minutes, then check if new emails come through.
2. Create an App Password for Hotmail
If you have two-factor authentication turned on (and you should), a regular password won’t work. You need to create a special app password that bypasses the 2FA check.
Log into your Microsoft account at account.microsoft.com. Go to Security, then Advanced security options. Look for App passwords and create a new one. Copy that password exactly.
Now go back to Gmail’s settings and replace your regular Hotmail password with this app password. Gmail will use it to log in without needing a verification code.
This might sound technical, but it only takes about five minutes. And once it’s set up, you won’t have to think about it again.
3. Double-Check Your Server Settings
Wrong server settings can block everything. Make sure Gmail is using the correct details for Hotmail.
For incoming mail (POP3):
- Server: outlook.office365.com
- Port: 995
- SSL: Required
For IMAP (if you chose that option):
- Server: outlook.office365.com
- Port: 993
- SSL: Required
To check or change these, go to Gmail’s settings, then Accounts and Import, and click edit info next to your Hotmail account. Compare what’s there with the settings above. Fix anything that doesn’t match.
4. Log Into Hotmail Directly
Sometimes Microsoft needs you to prove your account is still active. Open a browser, go to outlook.com, and sign in with your Hotmail credentials. This simple step solves more problems than you might expect.
If the account is locked, Microsoft will walk you through unlocking it. If there are security alerts or required updates, you’ll see them here. Complete whatever steps Microsoft asks for, even if they seem unrelated to your Gmail issue.
Once you’ve logged in successfully, go back to Gmail and try syncing again. This often kicks things back into gear because it refreshes your account status on Microsoft’s servers.
5. Remove and Re-Add the Hotmail Account
When nothing else works, starting fresh can help. Remove the Hotmail connection from Gmail completely, then add it again from scratch.
Here’s how to do it:
- In Gmail settings, go to Accounts and Import
- Find your Hotmail account and click delete next to it
- Wait a minute, then click Add a mail account
- Enter your Hotmail address and follow the prompts
- Use your app password if you have 2FA enabled
This clears out any corrupted settings or stuck connections. It’s like unplugging something and plugging it back in. Many tech issues get solved this way, and email sync is no different.
6. Contact Microsoft or a Tech Professional
If you’ve tried everything above and emails still won’t sync, the problem might be deeper than a simple settings issue. There could be an issue on Microsoft’s end, or something unusual with your specific account setup.
Reach out to Microsoft support through their website. They can check if your account has restrictions or errors you can’t see. If you’re not comfortable troubleshooting on your own, a local tech professional can also help. Sometimes a fresh pair of eyes spots something you missed.
Wrapping Up
Getting Gmail and Hotmail to sync properly is usually a matter of fixing passwords, updating settings, or clearing out old connection data. Most of these fixes take just a few minutes once you know where to look. Even if you don’t consider yourself tech savvy, you can handle them.
Your inbox should be a tool that makes life easier, not a source of stress. With these steps, you can get your emails flowing again and stop worrying about what you might be missing. And if things ever break again down the road, you now have a checklist to follow.