"Outlook is trying to retrieve data from the microsoft exchange server"

Hi all - First - let me say upfront I am not a tech guy - I am a realtor who is suffering with an outlook issue and have no idea where to turn.  Here is what is going on:

THE SET UP

- I am currently on Win 7 64 Bit, Outlook 2010 32 Bit and exchange server 2007 through saashost.net - they are of no help and say it is a local issue - it may be?

- I use comcast as my provide and I work out of my home.  I have the modem into a router, cat5 run from the router to me (approx. 100 feet - 2 50foot cables that are connected.  I have a second router in my office that my desktop connects to via cat 5 - and i have a laptop that has the same set up but can also use wireless.

- Within the past 2 weeks I purchased two new computers - straight out of the box I put outlook 2010 on them and had the issue from day 1

- I had the below issue on my old computer as well - I was hoping when I got a new computer - actually 2 new computers the problem would go away but it hasn't.

- I do not recall when the problem started - it has been months and I thought it was because of my old computer so I never paid much attention to when it started

- Important to note - my wife has the exact same set up in terms of computers, network, provider etc....the only differences between us are:  She is new with exchange server and is on 2010 while I am on 2007.  She does not have the extra router between her and the main router.  Her connection to the main router is 1 cable - mine besides going through a hub is 2 cables joined together

- We both use Microsoft Security Essentials and Microsoft Firewall

THE PROBLEM

- After composing an email and I hit send on the email - please note - not send/receive - just send on the email - outlook - about 20-30% of the time will freeze - the send button is "highlighted" as if it was being clicked on - the stats bar changes to "preparing to send and receive" and nothing.

- After a few seconds "not responding" appears in the top bar of the email - and if I click on the email it turns white - same will happen if I click on outlook - I can move the windows but I can't interact with them.  But if it matters "not responding" comes up on its own on the email but will only come up in the main outlook window if I click it.  I have attached a screen-cap-1 of that as well and is attached.

- After 10-15 seconds a balloon will appear in the notification area that says "outlook is trying to retrieve data from the Microsoft exchange server" - with the name of the server.  - I have a screen cap of that attached - is is screen-cap-2 and is attached.  

- From here is takes anywhere from 60-120 seconds for it to resolve itself.  And by resolve itself I mean actually send the email and then outlook works properly again.  

- During the 1-2 minutes that outlook is frozen I can surf the net just fine - there is no problem with the internet connection.

- Having said the above I also use "synergy foss" - a software version of a KVM switch to share one keyboard and mouse between the desktop and laptop.  Under normal circumstances I just move my mouse over in the direction of the laptop and now I control that - during the times when outlook is frozen "syngery foss" does not work either.  So internet works fine but that tool does not


THINGS I HAVE TRIED

- Disable all plug in's - right now all plug ins are disabled and I still get the error

- Safe mode - the problem was worse in safe mode - not only did I get that error message when sending email but also when adding a task or calendar item - in fact - it just happened randomly as well - I wasn't using outlook and the balloon popped up it was having trouble connecting

- taking the second router (really a hub) in my office out of play and hooked my main computer directly in

- Laptop on wireless VS cat5 - my wife using wireless and has no issues - I use wireless and i have issues

- Turned cached mode off - made outlook super slow all around

- Got rid of 90% of my outlook file - i did an archive of everything over 3 months old and deleted all empty folders.  The size of my box is less then 1GB at this point - it was over 6GB before

- Maybe the most important thing I did was take my laptop to Panera Bread and worked there all day yesterday.  I sent 100 emails and 100 emails sent fine - no issues at all.  I am no expert but that made me think it has to do with my setup VS her being on exchange 2010 and I am on exchange 2007 - this tells me the computer set up is fine (at least on the laptop) - no issues with the security software / firewall - it points to a network issue I think but I have no clue what I am doing here!

I think that is all - any help or assistance would be really appreciated.

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robert221usaAsked:
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MetallimirkCommented:
Hard to say, what happens if you move your PC closer to the router and use a shorter cable and bypass the switches\routers you have inbetween. I dont like hearing about the two 50 ft cables connected together.

I was inclined to suggest a repair of your Outlook OST file, but not if this issue is occuring on multiple PC's. And especially if this was working at Panera bread. I would look into the cable issue, but looks like you tried quite a bit of troubleshooting already.
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jmillerickCommented:
I would get in touch with SAAHost.net.   You may need to change the authentication in your outlook profile or change from imap to exchange mode.   They should be able to walk you through all of your email set up.

There are other possible factors such as the router is locking physical ports or IPs are locked for certain traffic but I would definitely start with your email provider before looking at the other items.
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robert221usaAuthor Commented:
Thank you all for the replies thus far -

Metallimirk: - I will try that with my laptop - just as an aside - My laptop can be right next to my wife's laptop connected wirelessly and have the issue - thus bypassing the 2 50' cables - but yes I will try that.

jmillerick:  - I will call them - just as an aside - any thoughts on it working at Panera Bread just fine - meaning I worked all day sending 100 emails with 0 issue with the same set up on the exchange side of things - I will call them but seems to be a network issue VS an exchange issue maybe?  But hey I am a realtor so I will try :)

R--R: - Will try those links - thank you very much


Off to try somethings!
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jmillerickCommented:
Hello,

If it is the same computer at both locations, then it could very well be a routing issue although it might be the authenication.  It may be in your explanation but I missed it could you please recap -

PC that works or doesn't work and where
Laptop that works or doesn't work and where
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robert221usaAuthor Commented:
Okay R--R: Did I mention I am not a tech guy :)

The first link you provided is way over my head but seems to have to be done on the exchange side of things and I am not on that side - it is hosted exchange - maybe I am wrong but I can't figure that one out.

The second link is so far over my head I have nothing to say :)

The third link - I went to the tools and ran everything - I have attached word doc's with the results from all tests -
Microsoft-Exchange-ActiveSync-Co.docx
microsoft-office-outlook-connect.docx
Microsoft-Exchange-Web-Services-.docx
microsoft-office-outlook-connect.docx
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robert221usaAuthor Commented:
jmillerick:  Of course:

PC that works or doesn't work and where
- PC is stationary - sits in my office behind the router/hub and 2 50' of cat5 joined - has the issue 20-30% of the time

Laptop that works or doesn't work and where
- at the home network doesn't matter if it is wireless or wired - wired with 25' of cat5 direct into the main router or behind the same set up as described above - has issues 20-30% of the time (wired or wireless - while wife's laptop - exact same kind bought the same day - works fine)

- took laptop to Panera Bread yesterday to test it - was there all day - sent 100 emails and had 0 problems.
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robert221usaAuthor Commented:
As another aside I forgot to mention - just second ago I "sent" an email on my PC and it is now frozen - outlook that is - in fact I am typing and sending this reply on the PC - so no internet connection - but while the PC Outlook is frozen I went to the laptop and sent and email from it - and it sent fine - so during the exact timeframe that the PC was sending (about 2 minutes) I sent an email from the laptop - it didn't have a problem sending.  
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robert221usaAuthor Commented:
EDIT TO ABOVE POST - in the second line where I say "so no internet connection" I mean to say no internet connection problem !  The PC was working fine enough for me to send that post to the forum while outlook was "frozen" and the pop up of "outlook is trying to connect...." came up....and I could send an email from the lappy.
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jmillerickCommented:
Thanks

Your wife laptop - is it her email account or your email account set up on it that works 100% of the time.   Do you use it for email enough that you are sure that it works 100% of the time?
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robert221usaAuthor Commented:
Her laptop and PC - while identical to mine in every way other she connects to the main router direct with about 25' of cable does have her own separate exchange account (hosted at the same provider as me - saashost.net).   She is on exchange 2010 - I am on 2007 - I was thinking that may be the cause until I went to Panera yesterday and had no issues.

As for her use - she is a heavy user as she runs her own business out of the home as well.  
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jmillerickCommented:
I would try setting up another email profile on the system that is working without issue with your own email account and test.
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robert221usaAuthor Commented:
jmillerick: As to your first suggestion I am in full exchange mode with the provider - not IMAP - and they did have me change from encryptoin to no encryption several days ago - just forgot to mention it - there were a few "stuck" emails in the outbox they cleard as well.

As to your latest suggestion I am not sure I follow - can you explain a bit more?
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jmillerickCommented:
If you go to control panel, mail, you can add an new profile with your account so when you open outlook it asks you which profile you want to use and you can check if you have any problems iwth your email on her system.

You could try connecting her network cable to your computer/laptop and see if that helps.
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robert221usaAuthor Commented:
Problem continues.....I did order a single 100' of ethernet to run to the desktop - will see if that helps.  

Her desktop is not really near mine - mine is on the 2nd floor - hers is on the first so that would not work.

I did plug my laptop into a 25' cable that is direct into the main router and sent out many many emails with no issues - about 100 or so.

I then turned on the wireless and went into a room in the home has has the worst wireless reception and had 5 emails to send and 2 of them caused the issue - so that may be narrowing down the problem -

Not sure if Cat5 goes bad - but maybe the 2 50' cables are having issues?  Should be here tomorrow.
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jmillerickCommented:
You are correct, network cables can go bad.   I tend to buy belkin ones as they are well made.  Here is a link describing one place network cables can go bad.
http://www.completesystemsdesign.com/set-up-tips/cables-connected-to-your-computer.html
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thievesguildCommented:
I am a reseller of Hosted Exchange through Intermedia.  I have two (out of 30, all on different domains) customers who report this problem as well.  

It happens on various Internet connections and does seem to be caused by any one action.
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thievesguildCommented:
I should mention both are running Exchange 2010 and Outlook 2010.
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