Outlook is Trying to Retrieve Data from Exchange Server Error – Resolved!

Kim Adams: “Hi! Some of our clients are having some issues with Outlook and Exchange Server. When users are attempting to print an email or open a PDF file inside an email, they are getting this “Microsoft Outlook is trying to retrieve data from Exchange Server error”. I have submitted a ticket to Microsoft but, they said that it is my network problem. I am looking for some suggestions as to what I can try next to identify where the issue is. Looking forward to some meaningful feedback.”

Does the query seem familiar to you? Are you also looking for answers to the same question? If yes, then this guide will help you. The post deals with the reasons that led to the “Outlook cannot connect to Exchange Server” error. Additionally, the solutions to the problem are also discussed. So, let’s begin!

Outlook is Trying to Retrieve Data from Exchange Server – An Overview!

When a user receives the Microsoft Outlook is attempting to retrieve data from Exchange server error message, it surely means that there is something wrong with this service. If most of the emails are working fine, and only a few are experiencing the error, then the problem is interconnected to the number of email components that are present in different Outlook folders.

The search engine of MS Outlook depends on the indexing service provided by the operating system. It does an amazing job but, as time passes by, the performance of Outlook decreases. This is due to the reason that the number of items has reached 5,000-10,000 within a single folder. The size of the items does not matter but, several items do. Not only this but there are several reasons why Outlook is trying to retrieve data from Exchange Server error occurs i.e. 

• Network issue between Outlook and Exchange.
• The Exchange Server is experiencing downtime or slow response.
• The Outlook profile is corrupted.
• Problems with Outlook settings or account configurations.
• Cache or corrupted data is hindering the synchronization process.

However, some users are frustrated with this Outlook cannot connect to Exchange server error and decide to migrate Outlook PST to Office 365, which is a wise decision. Still, proper techniques will easily troubleshoot this issue, which we will discuss in the next section.

How to Fix “Outlook is Trying to Retrieve Data from Exchange Server”?

As per our research, this error usually persists due to storage issues. So it is recommended to count your data items and remove unwanted data accordingly. To do so, follow these instructions:

1. Right-click on the desired folder and select the option of properties from the entire list. A user needs to observe that no items are listed at the right of the Sent items folder.
2. From the Properties Window-pane, choose Show total number of items and then click OK.
3. See the number of items presented next to the sent items folder.

Repeat the procedure for all the folders that comprise thousands of items and remove the unnecessary items. One of the components which contains many items in the Calendar folder. Cleaning up of calendar folder is a little annoying job. But, it is essential to clean them up as the consequences could be worse and can lead to errors like Outlook Contacts Not Syncing with Office 365 or Microsoft Outlook is trying to retrieve data from Exchange Server error.

Remove Old Calendar Components:

Now, follow the given set of instructions to erase the irrelevant calendar items to resolve the Outlook cannot connect to Exchange server issue:

1. Select the option of Calendar from the left-hand side pane.
2. Switch to the View tab and select the option of Arrange from the menu. Then, choose the option of Current View. From the Current View list of options, select the option by category.
3. In the next step, choose categories: (none).
4. Sort the items by date and start erasing the old data before the current date. It is not required any longer.
5. You can also select multiple calendars by pressing and holding the Control key on the keyboard while you select the desired elements.
6. At the last, select Delete.

Additional Troubleshooting Steps!

With the above guidelines, one can easily resolve Outlook is trying to retrieve data from Exchange Server issue. Still, for any reason, if you don’t get the desired result then follow these instructions to troubleshoot the error.

1. Try to restart your connection, and test the speed of your internet. If your internet speed is slow, then occurs this error.
2. Restart your Outlook and PC, this sometimes fixes Outlook cannot connect to Exchange server problem.
3. Verify the health of the Exchange Server, because sometimes EDB corrupts and On-Premise Exchange crashes, not even starts. To do so, take help from the IT department, or use Microsoft 365 Service Health Dashboard.
4. Sometimes, anti-virus and firewalls will create a hassle in creating a connection. So, it is recommended to stop these services and then see if the issue is resolved or not.
5. Ensure both services are updated.
6. Delete Outlook cache by following these steps: Close Outlook, go to C:\Users\<username>\AppData\Local\Microsoft\Outlook and delete all files in the folder, then restart Outlook.
7. A corrupted Outlook profile poses this issue and even shows Outlook Error 0x8004060c, so it is recommended that repair your Outlook profile periodically. For the same, follow these steps: Open Control Panel > Mail > Email Accounts, click Exchange account > Repair, follow the prompts, and restart this service.

Preventive Measures to Avoid “Outlook is Trying to Retrieve Data from Exchange Server” Issue!

To ensure this Outlook cannot connect to Exchange server issue doesn’t occur in the future, follow these preventive measures:

1. Keep your Outlook up-to-date.
2. Ensure a stable connection. 
3. Regularly monitor the health of Exchange Server, to address any issue quickly. 
4. Backing up the data regularly is a crucial practice to avoid disruption if data is lost for any reason. 
5. Adjust settings like Cached Exchange Mode and offline synchronization for optimal performance.
6. Keep your mailbox clean, and remove unnecessary data to avoid configuration issues with Exchange Server. Leverage the AutoArchive feature to manage the primary mailbox effectively. 
7. Periodically repairing Outlook’s profile is necessary before it will corrupt entirely. 

Author’s Verdict!

Whenever a user encounters the Microsoft Outlook is trying to retrieve data from Exchange Server error, it means that something is wrong with the MS Exchange. This Microsoft Outlook cannot connect to Exchange server error generally occurs when the number of items exceeds the permitted number. 

It generally happens due to a large number of items in the calendar folder. To get rid of this issue, we provide several troubleshooting tips and prevention measures. We guarantee that, after following these instructions and measures, one can easily bypass this problem.