Summary:

‘Outlook cannot connect to server’ is a common issue faced by Outlook users. There are many factors that can cause this connectivity issue in this popular email client. This guide is a rich resource for users seeking how to fix Outlook connection problems.

Introduction:

Outlook is trusted email client preferred by professionals as well as individuals for email communication. Although, it is powered with many advanced features, yet it is prone to functionality issues. ‘Outlook cannot connect to the mail server,’ is one of such issues faced by users. It is always a better exercise to understand the error, its root cause and its reliable solutions.

There are many reasons for this error, ranging from server downtime and network issues to corrupted Outlook profiles. If there are errors, there are solutions as well. This post aims to update your knowledge regarding Outlook connection problems and its possible solutions. Besides unearthing common methods to troubleshoot this connectivity issue, we will also explore a quick, reliable way to fix this issue using OST to PST converter tool.

Understanding the Symptoms of Connectivity Issues:

When the Outlook faces connectivity issues, it shows following symptoms:

  • Status bar features ‘Connected’ status but actually it is not synced properly
  • Dialogue box showing ‘Disconnected’ or ‘Trying to connect’ message
  • Outlook client not responding
  • Dialogue box showing ‘Retrieving data from the Microsoft Exchange server’ message
  • Slow Outlook speed
  • Messages come with delay

What Contributes to Outlook Connection Problems?

Connectivity issues in Microsoft Outlook can be caused by many reasons, including the following:

  • Incorrect Credentials: When the user try to login using wrong credentials, it will cause Outlook connection problems.
  • Corrupt OST Files: This is one of the causes that lead to Outlook connectivity issue. It happens because a damaged file can hinder the synchronization between the local file and server.
  • A Corrupt Outlook Profile: If the user is working on a corrupt profile, he may face connection issue with the server as the damaged profile disturbs account settings.
  • Faulty Add-ins: Incompatible add-ins can cause multiple issues in Outlook, including connection problems. It happens because these add-ins conflict with the normal functioning of Outlook.
  • Other Factors: Come other reasons that can cause Outlook connection problem include anti-malware software, issues with DNS (domain name system) and account restrictions.

How to Fix Outlook Connection Problems?

Fix 1: Investigate Internet Connection and Restart: It is possible that the Internet connection of the system is not stable and this connectivity error is happening because of this only. So before starting anything, inspect the Internet connectivity by following the below steps:

  • Inspect whether your system is connected with a stable, high-speed Internet.
  • Reboot the Wi-Fi or network connector. Examine the router and check its signal light.
  • Examine the Domain Name Server (DNS) settings, remove the custom DNS, and opt for public DNS.
  • Login to the Microsoft 365 Outlook account via the web browser.

After following the above steps, go to the web browser and enter a web address. If the website is loading properly, then there is no issue with the Internet connectivity. If the website you entered is not loading properly, then it is a clear case of unstable Internet. Resolve this issue first, before trying another method to fix Outlook connection problems.

Fix 2: Restrict Incompatible Add-ins: Many Outlook users install add-ins or plugins to provide pace to their daily operational activities. But sometimes, these add-ins pose compatibility issues, leading to connectivity problems between the Outlook and Exchange server. Follow the below steps to check whether these add-ins are responsible for connectivity issue:

  • Launch Run dialogue box by pressing Windows key + R.
  • Type outlook.exe /safe and then click OK to open Outlook in a safe mode.
  • Now click File > Options > Add-ins.
  • Hit on the Go button.
  • Inspect Add-ins available and unselect/ disable all installed add-ins.

  • After unselecting Add-ins, restart the Outlook in the normal mode.

Fix 3: Check Firewall & Proxy Settings: Outlook’s connectivity issues can also be linked to Firewall and Proxy Settings. Follow the below steps to inspect whether these settings are causing issues related to connectivity:

  • Go to Start.
  • Explore Settings and Click Network & Internet.
  • Hit on Proxy from the menu bar, make sure that the ‘Automatically detect settings’ option is turned ON. Also make sure that the option is OFF for both ‘Use a proxy server’ and ‘Use set up script.’

  • Once you are done with inspecting Proxy settings, click Start.
  • Press Settings > Update & Security > Windows Defender Firewall.
  • Select the ‘Allow an app or feature through Windows Defender Firewall’ link from the menu bar.

  • Validate that three tick boxes are selected for the Office 365 applications you’re trying to use, and then select OK.

Fix 4: Inspect Antivirus: If Outlook still displays ‘trying to connect’ message then we must check antivirus. Follow the below steps:

  • Disable the anti-malware software.
  • Check if the Outlook connectivity is improving or not, if it improves than the issue is caused by antivirus only.

If performance improves, then you may disable some antivirus features by referring user manual or contacting customer support of the vendor.

Fix 5: Check DNS Settings: Make sure that the IP assignment and DNS server assignment are selected as Automatic (DHCP). Follow the below steps:

  • Press Start
  • Go to Control Panel
  • Navigate to Network and Internet > Network Connections
  • Navigate to your network connection and choose Properties
  • Ensure that the IP assignment and DNS server assignment are selected to Automatic (DHCP), and then click Save

Fix 6: Check for Updates: An out-of-the-date software always face connectivity issues. Make sure that Outlook and Windows are not missing important updates. Follow the below process to check for Outlook updates:

  • Open Outlook and navigate to File menu
  • Hit Office Account in the sidebar
  • Go to the user information and select Update Options > Update Now
  • Restart Outlook to check if the connectivity issue is resolved

Fix 7: Repair Microsoft Office: Try to repair Microsoft Office by following below steps:

  • Click start and go to control panel
  • Select to Uninstall a program

  • Stroke Microsoft Office and then hit on the Change button

  • Tap Online Repair or Quick Repair and hit on the Continue or Repair button.

Fix 8: Repair and Rebuild Outlook Data File (.OST): The next method to fix Outlook connection problems is to repair Offline Storage Table (.ost) file. Before starting the repair process, it is better to take the backup of the corrupted file. Follow the below procedure for the same:

  • Exit Outlook.
  • Navigate to the location of the existing OST file [C:\Users\username\AppData\Local\Microsoft\Outlook].
  • Rename the existing OST file.
  • Launch Outlook.
  • Wait to oversee the process and then verify.

What Should I do if Nothing Works?

It may be possible that the above discussed fixes may fail to resolve Outlook connection problems. In this scenario, we can use Stellar Converter for OST, a trustworthy OST to PST converter tool to resolve this issue. This tool is smart enough to convert orphaned, encrypted, or IMAP OST to PST. This tool is trusted by IT admins and software performs the fastest conversion of large OSTs into PST. The beauty of this software lies in converting OST files when Microsoft Outlook or Exchange Server is crashed, inaccessible, or Outlook faces synchronisation issues.

Wrap Up:

Many individuals and businesses rely on Outlook for communication and face multiple operational issues, including the connectivity error. The above post aims to explore possible reasons and resolutions for the ‘Outlook cannot connect to the mail server’ error. We have discussed that, in the majority of cases, this connectivity error is caused by corrupt profiles or an outdated Outlook version.

The above post also sheds light on different resolutions. We have explored fixes like checking for Outlook or Windows updates, disabling add-ins, checking firewalls or proxy server settings, and repair the corrupt OST file. But all these methods are not only time-consuming but also put the integrity of OST files to the test. Also, these methods may fail to fix the issue.

To fix this stubborn issue, we have also explored an expert-recommended tool, Stellar Converter for OST. This smart software is equipped with user-friendly features and interface. It is available in 3 versions, viz. Corporate, Technician and toolkit. Featuring advanced filtering options, this tool auto-splits large PST files while saving mail items. While its Technician version allows conversion of multiple files in batches, the Toolkit version recovers mailbox items and merges multiple PST files with full precision.