Copying a PST (Personal Storage Table) file to an external drive is a common task for users who want to back up their Outlook data. This helps you to move your data from one PC to another and make it easier for you to access the data within the PST file anywhere.
However, you might encounter issues where the copy process fails, or you’re unable to copy the PST file. This can be frustrating, especially if you’re trying to safeguard important emails, contacts, and other Outlook data. In this post, we’ll explore the reasons why you might be unable to copy a PST file to an external drive and provide solutions to overcome these issues.
What are the Common Causes for the Error?
Most of the time MS Outlook throws up this error message “Cannot Copy PST File to External Drive” when you try to copy a very large PST file and paste it to a drive with not enough space. Besides this, you can check for the following causes to understand the other possible reasons:
1. Outlook PST File in Use: One of the most common reasons you can’t copy a PST file is that it’s currently in use by Outlook. To fix this, you need to first close Outlook before attempting to copy the PST file. You can also check the Task Manager (Windows) or Activity Monitor (macOS) to ensure that no Outlook-related processes are running.
2. File Size Limitations: External drives, especially those formatted in FAT32, have a file size limitation of 4GB. If your PST file exceeds this size, the copy process will fail. Thus, always check the file system of your external drive. If it’s FAT32, consider reformatting the drive to NTFS (Windows) or ex-FAT, which supports larger file sizes. Be aware that reformatting will erase all data on the drive, so back up important files first.
3. Corrupted PST File If the PST file is corrupt, you may encounter issues when trying to copy it. Use the Inbox Repair Tool (Scanpst.exe) provided by Microsoft to repair the PST file. After repairing, attempt to copy the file again. However, you can try to repair the PST file without ScanPST if it fails to fix the issue.
4. Insufficient Permissions: You might not have the necessary permissions to copy the PST file or write data to the external drive. Ensure you have administrative rights on your computer. Right-click the PST file and select “Properties” to check and modify your permissions. Additionally, verify that the external drive is not write-protected.
5. Disk Errors or Bad Sectors: If your external drive has disk errors or bad sectors, the copy process may fail. Run a disk check on your external drive. In Windows, you can do this by right clicking the drive, selecting “Properties,” going to the “Tools” tab, and clicking “Check.” On MacOS, use the Disk Utility tool to check and repair the drive.
Best Practices for Copying PST Files
- Regular Backups: Regularly back up your PST files to avoid data loss. Use an automated backup solution if possible.
- Split Large PST Files: If you frequently encounter file size issues, consider splitting the large PST files into smaller ones. This can be done using Outlook’s Archive feature.
- Use Reliable Storage: Always use a reliable, high-quality external drive for backups. Ensure it has enough free space and is in good working condition.
Conclusion Encountering issues when you try to copy a PST file to an external drive can be frustrating, but the solutions outlined above should help you resolve these problems. By closing Outlook, ensuring your drive is formatted correctly, repairing any corrupted PST files, and checking permissions, you can successfully back up your Outlook data. Regular backups and using reliable storage are key to maintaining your data’s integrity and security.
