Every Outlook user is aware of the importance of an OST file (.ost). It stands for Offline Storage Table. The .ost file provides offline access to the mailbox in extraordinary circumstances that include server crash and unavailability of the Internet. It is also heavily encrypted. Additionally, it is tied to the specific Outlook profile. It means it is accessible only from the profile that created it. OST file is secured with a MAPIEntryID GUID key for enhanced data security. These security features save user’s data but also create hurdle when the user needs to migrate data from one device or profile to another.

Experts strongly advocate for data backup as any untoward technical glitch may lead to the permanent loss of sensitive data. Now the question arises how to backup OST file. How to access user’s OST data in case of a profile corruption or deletion? What to do in case the OST file becomes orphaned due to any power outage or malware attack? In all these scenarios the user needs to convert an .ost file to .pst format. By doing such conversion a user can regain access to the OST data.

Outlook data file (.pst) is the best choice for data archiving. While the .ost file is hard to restore, the Personal Storage Table is portable and easy to manage. Checkout our guide titled “Methods to Move Offline Outlook Data File (OST) Data,” to know more about this subject. This post will shed light on circumstances that require the OST to PST conversion. Additionally, this post will also shed light on an advanced OST to PST converter software.

Why the User Needs to Move OST Data?

There are multiple reasons when the Outlook user needs to migrate OST data. Some of them are discussed below:

Switching to a New Device: When the user needs to access OST file data on a different system or Outlook profile, such conversion (OST to PST) is needed.
Data File Backup: A large data file (.ost) means more possibility of corruption. It is important to backup OST file regularly. A user needs to perform such conversion to ensure the safety of valuable data.
To Access Data Files in Orphaned/ Inaccessible OST: Certain technical glitches and corruption make an OST file inaccessible. Such a scenario also requires the conversion of the OST file to PST.

Methods to Move OST Data Using Outlook:

You can convert OST to PST manually using Outlook. To initiate the conversion process, you need to log in to Outlook using the same Exchange profile. Follow any one of the below methods for conversion:

Method 1: Using the Import/Export Wizard: Navigate to the Outlook with the Exchange account that was used to create the OST files. Follow the below instructions:

Click Files >Open & Export and click Import & Export.
Press ‘Export to a file’ option, then click Next.
Select the Outlook Data File (.pst) option, then hit Next.
Choose the targeted folder and sun-folders you need to export and click Next.
Now go to the folder where you require to export the new PST files. Select ‘Replace duplicates with items exported’ option. After this click on ‘Finish’.

Method 2- The Archiving Method: In this approach, the user can save the Outlook data file (.ost) folders in a different PST file. This method not only ensures data safety but also ensures better mailbox optimization. The step-by-step guide is mentioned below:

Open MS Outlook application.
Go to the ‘File’ menu and press ‘Archive.’
You came across a screen, pick the desired File or Folder that needs to be archived.
Navigate to the location where the archived file is to be saved.
Press ‘Finish’ to end the process.

Method 3: Drag and Drop Mailbox Items: Drag and Drop OST mailbox data to the PST is one of the preferred methods to export data. In this method, you need to first create a blank PST file in Microsoft Outlook. After file creation, select and drag the desired OST mailbox items to the newly created PST file. It may be noted that this method has some limitations. Firstly, it requires meticulous attention as you need to repeat the process for every individual OST mailbox item.

Therefore, a large OST file will take more time and any single mistake means repetition of the entire process. Another shortcoming of this method is that you can’t migrate the folder structure as well as the default folders such as Calendars, Contacts, etc. directly and you require a new PST file to manage the entire data in a structured, organized way. Make sure you have a stable internet connection to avoid any issue of missing folders during synchronization process.

What if the Manual Ways Fail?

Sometimes the above-mentioned methods may fail to move the OST data. Such situation poses a risk to crucial data files. In such a case, we can use any OST to PST converter software. Such software is simple and user friendly. One such tool is Stellar Converter for OST. It is based on advanced algorithms and is capable of converting even corrupted, orphaned, or encrypted Outlook data files (.ost). Additionally, this software allows users to extract entire mailbox data. The converter software supports all Outlook versions.

Benefits of utilizing Stellar Converter for OST:

-Capability to convert an oversized OST to PST

-Ability to efficiently convert damaged, IMAP, encrypted as well as inaccessible OST files

-A user can export the converted file in multiple formats (PDF, MSG, EML, RTF, etc.)

-Facilitates batch conversion

-Friendly GUI ensures that even a user with limited technical knowledge can use the software comfortably

-Efficiently extract mailbox data including email messages, attachments, notes, etc.

Conclusion:

In the above guide titled ‘Methods to Move Offline Outlook Data File (OST) Data,’ we have explored technical aspects associated with Outlook data file (.ost). We have decoded many scenarios that demand OST to PST conversion. One of the objectives of such conversion is to backup OST file for data safety. We have explored 3 manual methods the Import/Export Wizard, Archiving and Drag & Drop Method.

But all these methods are not perfect for transferring large data files. The simplest way to perform such conversion is utilizing a professional OST to PST converter software. It is extremely easy-to-use. A user can utilize converter tool like Stellar Converter for OST. This software is reliable as well as efficient. Powered with a friendly GUI, it can quickly convert even a large, orphaned, or inaccessible .ost to PST format within a shorter time span.

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