Recovering an OST file depends greatly on how it is being deleted and why you want to retrieve its data. Since the OST file is a cached data file, it can easily be recreated thus, the recovery is not needed if the profile is active, and the server is connected. However, if you have accidentally deleted the OST files or you are unable to fix the OST file error then recovery is certainly required.
Because the recovery methods depend a lot upon the cause of its inaccessibility then it is required to understand the causes. Let us have a look:
Common Causes of OST File Inaccessibility
1. Synchronization Issues: Failure to sync with the server can make OST files inaccessible.
2. Corruption: OST files can become corrupted due to sudden power failures, malware attacks, or improper shutdowns.
3. Server Downtime: If the Exchange server is unavailable, your OST file may not update.
4. File Size Limitations: Older Outlook versions have file size limits, and exceeding them can cause issues.
5. Profile Deletion: If an Outlook profile is deleted, associated OST files may become orphaned.
6. Deleted OST file: If you delete an old copy of the OST file then to get back the data you need to recover it.
How to Recover the OST File and the Data in it? – Methods and Methodology
The recovery of OST file data is a cumbersome task when you do know the cause but if you are able to figure out the reason why the OST file is inaccessible then resolution becomes easy. Here are the methods that you can opt for if the OST file data is unavailable due to one of the reasons mentioned above.
1. Restore from Backup
If you have a recent backup of your OST file, you can restore it to regain access to your data. Ensure you frequently back up your Outlook data to avoid loss.
2. Recreate the OST File
If the OST file is corrupt or inaccessible, recreating it is often a quick fix:
a. Close Outlook.
b. Navigate to the OST file location (usually found in C:\Users\<YourUsername>\AppData\Local\Microsoft\Outlook\).
c. Delete or rename the OST file.
d. Open Outlook to automatically recreate the OST file and synchronize with the server.
This method is only applicable if your server is actively connected to MS Outlook, and you have access to it
3. Use ScanOST Tool
You can use the ScanOST tool to repair corrupt OST files. It is a free built-in ScanOST tool (available in older Outlook versions) provided by Microsoft itself to troubleshoot the errors. However, it is quite possible that ScanOST fails to repair the file because it is designed to work on the minor Outlook error.
Note: This tool is not available in Outlook 2010 and late
4. Convert OST to PST
When other methods fail, converting the OST file to PST (Personal Storage Table) is the most reliable solution. You need a tool to convert OST files into PST. A PST file can be imported into Outlook to recover all data. Here’s how to do it:
Manual Conversion via Export Feature:
1. Open Outlook.
2. Go to File > Open & Export > Import/Export.
3. Choose Export to a file and select Outlook Data File (.pst).
4. Select the folders to export, set a location, and save the file.
Use a Third-Party OST to PST Converter:
Third-party tools are designed to handle corrupted or orphaned OST files. They ensure no data loss and provide options for selective recovery.
How to Prevent OST File Issues to Fix the Error?
1. Regularly back up your Outlook data.
2. Use reliable antivirus software to protect against malware.
3. Ensure a stable internet connection for seamless synchronization.
4. Keep your Outlook and Windows updated.
5. Monitor file sizes and archive old emails to avoid exceeding limits.
Conclusion
Recovering Outlook OST files is manageable with the right approach. Whether it’s restoring from a backup, recreating the OST file, or converting it to PST, understanding your options is key. For seamless recovery, tools like Magus OST to PST Converter provide reliable solutions. Stay proactive with regular backups and maintenance to minimize future risks.
