OST [Offline Storage Table] file is a local copy of your Outlook mailbox data, such as emails, contacts, calendars, notes, etc. This Outlook data file allows you to work even when the Outlook application is not connected with the server or internet. You can compose, edit, and save emails, and delete email messages, even when there is no server or internet connectivity. All the changes made offline get synchronized with the mailbox server when the connection is restored.
However, you cannot access or open the OST file in another Outlook profile or account as it is linked to the profile in which it is created. If you want to access the OST file in another Outlook profile, you will require to convert OST file to PST [Personal Storage Table] format. The PST file is easily opened or imported into any Outlook profile or account. In this article, we have discussed various methods to convert OST file to PST format.
Reasons to Convert OST to PST
There are various reasons why you need to convert the OST file to PST file, such as:
Accessibility: In case of server failure or extended downtime, you cannot access the OST mailbox data. In this case, you can convert the OST to PST file and import the PST into Outlook to access the mailbox data.
Backup: If you need to backup some important data from OST file, you can save it in the PST format.
Archive: If you’re facing performance issues due to large-sized OST file, you can archive your older emails and other mail items to PST file to reduce the OST file size.
Migration: When you need to transfer emails and other data to another Outlook account or profile, you have to convert the OST file to PST format.
Methods to Convert OST to PST
To convert the OST file to PST file, follow the methods given below.
Method 1: Use Outlook Import and Export Feature
You can use the Import and Export feature in Outlook to convert your OST file data to PST file. However, this will only work if your Outlook is working and OST file is accessible. Following are the steps to convert OST to PST using the Import and Export feature in Outlook:
- Open Outlook, go to File tab, and then click on Open & Export.
- Now, select Import/Export from the options.
- In the Import and Export Wizard window, select Export to a file from the options and then click on Next.
- In the ‘Export to a File’ box, select ‘Outlook Data File (.pst)’ and then click on Next.
- Select the mailbox folder you want to export to PST file in the Export Outlook Data File window.
- Click on the ‘Include subfolders’ checkbox.
- You can also select the ‘Filter’ button to export the data based on specific criteria, like date range or sender/recipient. Then, click on the ‘Next’ button.
- In the next window, click on the ‘Browse’ button under ‘Save exported file as’ to select the desired location to save the PST file.
- You can also select ‘Do not export duplicate items’ and then click on Finish.
Limitations of the above method:
- Non-technical users may find the method complicated.
- It is time-consuming when you need to export large mailboxes.
- There is a risk of data loss if any error occurs during the process.
Method 2: Use Outlook’s Auto-Archive Feature
The Auto-Archive feature in Outlook allows you to automatically move older emails to PST file. It also helps to manage the size of mailbox. To enable Auto-Archive feature in Outlook, follow the steps given below:
- Open your Outlook application and click on File and select Options.
- In the left hand pane of the window, click on ‘Advanced’.
- In the right pane, click on ‘AutoArchive’.
- In the AutoArchive dialog box, check the ‘Run AutoArchive every’ checkbox and then select the desired frequency (for example, 30 days) for archiving your data automatically.
- Select the radio button ‘Move old items to’ and then click on Browse to select the desired location to save the archived PST file. Click OK to save the settings.
You can customize the AutoArchive settings if you want to exclude or include any or specific folders from being archived automatically.
However, if you want to manually archive and backup the mail items to PST, follow the steps given below:
- Click on the ‘File’ option.
- Choose Info and click on Cleanup Tools. Then, select Archive.
- In the Archive window, select Archive this folder and all subfolders.
- Now, select the folder you want to archive and then mention a date in the ‘Archive items older than’ field. All the items till the date specified will be archived to PST file.
- Now, click on ‘Browse’ to select the desired location to save the PST file and then click on OK.
Limitations of the above method:
- You can only archive older emails.
- You need to manually select each folder for archiving.
Method 3: Move OST File Items to New PST File
You can also create a new PST file and export the mail items from OST file to the new PST file. Follow the given steps:
- Open Outlook and then click on the ‘New items’.
- Select ‘More Items’ from the dropdown and click on ‘Outlook Data File’.
- Select a name for the new PST file and click OK. You can also enter a password when prompted to protect the PST file and then click OK.
This will create a blank PST file in your Outlook. Now create folders and move emails or other items from OST mailbox to these folders. You can also move an entire folder or subfolder to the PST file.
Limitations of the above method:
- It may take a lot of time to manually move the items.
- If your Outlook is not working properly or experiencing errors, then this method will not work.
Method 4: Use OST to PST Converter Software
To overcome the limitations of the above methods, you can opt for an OST to PST software, like Stellar Converter for OST. The software allows you to convert OST file to PST and other file formats, like MSG, RTF, HTML, and PDF. It can come in handy when you need to convert orphaned or inaccessible OST files.
Key Features of the Stellar Converter for OST:
- It can convert orphaned, inconsistent, or inaccessible OST file to PST file.
- It can easily convert all the mail items, like attachments, tasks, notes, journals, calendar, etc.
- It offers option to preview mail items before saving the converted OST file into PST file.
- It saves converted OST file in different file formats, including EML, MSG, PST, RTF, HTML, and PDF.
- It supports MS Outlook 2021, 2019, 2016, 2013, 2010, 2007, 2003, 2002, and 2000.
To convert the OST file to PST using the software, follow the step-by-step instructions given below:
- Download, install, and run Stellar Converter for OST on your Windows system.
- On the software interface, click on ‘Profile List’ or ‘Choose Mailbox Manually’ to select the OST file that you want to convert. Click on ‘Find’ if you do not know the OST file location.
- After selecting the OST file, click the ‘Convert’ button. The software will start scanning the OST file.
- Once the scan is complete, it will list all the emails and other mail items in a preview window. Select the items you want to convert to PST.
- Then, go to the Home tab and click on Save Converted File.
- Choose PST from the options and then click on Next.
- In the ‘Select Destination’ box, click on the ‘Browse’ button to choose the desired location to save the PST file and then click OK.
Conclusion
You may need to convert the OST file to PST file due to various reasons. Whatever be the reason, you can follow the methods mentioned above to convert the OST file to PST file. However, if the OST file is inaccessible or orphaned, then you need to use an OST to PST conversion software, like Stellar Converter for OST. It is an advanced software that helps you convert inaccessible or orphaned OST files to PST with great precision. It also allows you to save the converted OST file data in various other file formats, like MSG, RTF, HTML, and PDF.
