Microsoft Outlook is Trying to Retrieve Data from the Exchange Server

  

Rollins Duke   
Published: August 12th, 2025 • 5 Min Read

Outlook is trying to Retrieve data from Exchange Server appears when Microsoft Outlook experiences a delay in communicating with the Microsoft Exchange Server. It usually appears in a small status dialog at the bottom of Outlook or as a pop-up notification, and it means Outlook is waiting for the server to respond before it can complete your request for example opening an email, switching folders, or retrieving calendar items.

Symptoms of Outlook is Trying to Retrieve Data from Exchange Server

• Outlook may hang, or show Not Responding server error while waiting for server response.
• Error appears when opening large folders, finding old items or loading shared mailbox data.
• When navigating a specific folder or accessing public folders stored on the server can be stuck when opening.

Common Causes Behind Outlook is Trying to Retrieve Data from Exchange Server

• Oversize Outlook files can take to load and also makes it slower to load data from Exchange Server.
• Damaged Outlook profile or corrupt OST file can affect server communication
• Improper cache configuration or downloading a shared mailbox can overload Outlook and affect server performance.
• Slow or unstable connectivity can overload Exchange Server and increase the time to retrieve data.
• Incorrect DNS records or Exchange Virtual directory paths in hybrid setups can cause Outlook to connect efficiently.
• Security software scanning Outlook data or cache mismatches can delay server communication and trigger retrieval messages.

Step-by-Step Fixes & Resolutions

Clean up oversized folders

1. Those folders contain thousands of emails and calendar items can make Outlook slower to load and sync with Exchange Server. Start by sorting items by size and delete unnecessary data.
2. Consider using Outlook Archive or AutoArchive to move older data into separate files. For recurring calendar events, remove outdated series to maintain Outlook file size.

Clear Outlook Cache and Rebuild Locally Stored Files

Over time, a corrupted Outlook local cache file can slow Outlook performance and show retrieve errors. Close Outlook and navigate to OST file location and either rename or delete it. Relaunch Outlook to recreate an OST file that can solve sync issues and reduce server delays.

Re-create or Repair the Outlook Profile

1. A corrupted Outlook profile can disrupt proper communication with Exchange Server.
2. Open the Control Panel and navigate to Mail(Microsoft Outlook).
3. Click on Show Profiles and create a new Profile and configure Outlook Account.
4. If you prefer to repair Outlook files then you can use Outlook native ScanPST Repair Tool.

Tweak Cached Exchange Mode settings

Cached Exchange Mode stores a duplicate copy of your mailbox for offline use, but it can also slow down performance if files get oversize. In Account Settings, reduce sync duration and disable downloading of shared folders or public folders if they aren’t needed. This reduces the load on both Outlook and the server.

Verify Network Connection and Exchange Server Health with IT/Admin Tools

Slow connectivity or an Overloaded Exchange Server can trigger delays. Test your internet speed and stability, and contact your IT Admin to check server health using Exchange Admin Center or PowerShell performance commands. Inconsistent connections should be addressed before troubleshooting itself.

Adjust registry to delay or suppress the RPC warning (TimeToShowRPCMessage)

The “Outlook is trying to retrieve data message is controlled data by registry called TimetoShowRPCMessage. Increasing the delay can prevent frequent pop-ups when server delays are brief. Open Registry Editor and navigate to the RPC path and adjust the value(carefully as incorrect edits can harm system stability).

Correct DNS and Virtual Directory Settings in Co-Existence/Hybrid Setups

In hybrid exchange environments, Outlook may connect to the wrong server and endpoint if DNS records or Exchange Virtual Directory URLs are misconfigured. Confirm that Autodiscover service is pointing to the correct location and that the virtual directories in both on-premises and cloud server are properly aligned. This ensures Outlook connects efficiently without necessary reroutes.

Preventive Measures for Long-Term Stability

• Large mailboxes and overloaded folders slow down Outlook communication with Exchange Server. Use Outlook AutoArchive feature or manual Outlook cleanup tool to move old items to archive files and you can use Outlook Duplicate Remover to eliminate repeated contents from Outlook files.
• Microsoft frequently releases performance improvement, bug fixes and security updates. Keeping Outlook and Windows updated to get the latest optimization features and prevent compatibility related issues.
• For business environments, IT Teams should never track server performance metrics, check error logs, and address bottlenecks before they affect users. Proactive monitor tools or creating a fresh profile every so often helps to maintain clean, efficient connection to the server.
• Set Cached Exchange Mode to store only the amount of mailbox data you truly need locally such as the past 6-12 months instead of the entire mailbox. Disable downloading of large shared folders if they are rarely used. This reduces local processing loads and speeds up server communication.

Conclusion

In this content, we have shared all the crucial information to fix the “Outlook is Trying to Retrieve Data from the Exchange Server” issue. If you’ve reached this point, we hope your problem has been successfully resolved. If it hasn’t, the issue may be related to your Exchange Server itself. In that case, you can use Email Backup Wizard to back up your Exchange data into a PST file and then import it into Outlook.