Think Pad Outlook issue

We purchased a Think pad last month and have been working on getting it setup. A problem we are having is that when we open Outlook email on the thinkpad, and our laptop is closed, we will recieve emails, but as soon as we open the laptop and Outlook on the laptop, all the emails on the thinkpad disappear. I have Driod Smart phone, and don't have this problem. When I called IBM they wanted to charge me $90 to fix the issue...has anyone had this problem and if so, how do you fix it.

Dan