A Straightforward Guide to Convert OST Files into PST Format

Summary: OST is a data file of Outlook used to store mailbox data such as emails, contacts, attachments, etc. It gives access to Outlook mail items in case the server is unavailable or the internet is not working. But if you wish to back up or migrate mail items from an OST file to another Outlook profile, live Exchange, or Office 365, you need to convert the OST file to Outlook-importable PST format. The OST to PST conversion is also required when the OST file is inaccessible or orphaned. Here in this post we have discussed the stepwise approach to convert OST to PST manually and also a specialized program that can convert inaccessible or orphaned OST files to PST

OST enables the Outlook users to work offline when there is no internet connection, restricted connectivity, or the Exchange server is not available. It is a local cache of Microsoft Exchange mailbox in which emails, contacts, attachments, calendar items, notes, etc.

When you make converts in Outlook, the converts are stored in the OST file and are automatically synced to the mailbox on the Exchange server when the system connects to the internet.

But the offline Outlook OST file is encrypted with the MAPIEntryID GUID key and needs authentication from the connected MAPI profile to permit access to the mail items.

When the user profile is erased or removed from the server or Outlook, the related OST file becomes orphaned and unavailable. OST cannot be imported or accessed by any Outlook profile, unlike PST. So, you have to convert OST to Outlook supportable PST format.

OST to PST conversion may also be necessary in other scenarios, like:

1. Microsoft Exchange Server Crash: If Microsoft Exchange Server crashes for any reason or there is a system problem, then you will not be able to connect to Exchange Server. These kinds of issues can affect your work/business, and your Outlook profile might not be working properly. In these instances, you need to convert the OST file to PST to get access to the data.
2. Accidental deletion of an Exchange Server account: Suppose your Exchange Server account is inadvertently deleted or there is any loss of data; then it may be simply retrieved by converting the OST file to PST format.
3. Data Migration: You may quickly migrate the data from one system to another by converting OST to PST. This is useful in organisations when they are aiming to move their data from machines.
4. Exchange Server maintenance: If there is an outage due to Exchange Server maintenance, it is important to still have access to all the mailbox items. This is crucial because the downtime can be long enough and affect your business. So, in such instances, it is a good idea to convert the OST to a PST file.
5. Rebuild OST file: Let’s assume you wish to rebuild your OST file, but it includes unsaved data existing in the OST file. You have to convert OST to PST, then.

Manual Methods To Convert OST To PST

1. Use Outlook's Import and Export Wizard
2. Open Microsoft Outlook first and then click on File > Open & Export.
3. Now from the list choose the “Import/Export” option.
4. A new dialog box appears, and you are asked to “Select an action to perform." Click “Export to a file” and then click the “Next” button to proceed.
5. You should see a new dialogue box that asks you to “Choose an action to perform." Click on “Export to a file” and then on the “Next” button to proceed.
6. On the next screen you will be asked to select the file type to import. Select “Outlook Data file (.pst)” and hit the “Next” button to proceed.
7. Select the folder to export from now on. Here you need to choose the files to be exported and then click on the “Next” button to proceed.
8. Choose the option “Allow duplicates to be created” from the list and hit the “Finish” button.
9. When this is done, you will see a new pop-up requesting you to provide an optional password. You can proceed without it and click on the “OK” button, and your OST file will be saved automatically in PST format at the desired place.

Follow the steps below to create an archive mailbox:

1. First you have to open Microsoft Outlook and click on the “File Menu," which is situated at the upper left corner of Outlook.
2. Click on "Options" and then go to "Advanced."
3. Press the “Auto Archive Settings” button on the screen.
4. Specify the number of days to execute the auto-archive.
5. Then click on the “Browse” option to select the location to save the archive file. Then click on the button “OK” to continue.
6. The operation starts and then automatically saves the mailbox items to the PST file.

Drag & drag to a new PST file.

1. Launch Microsoft Outlook and create a new PST file for your Outlook profile.
2. To do this, choose “New Items” from the toolbar. Click on “More Items” > “Outlook Data File."
3. Type in the file name, and you may also provide a password in the optional password field.
4. Click on the OK button, and the PST file will be produced.
5. Now drag the mail folders you want to export to the new PST file and drop them to a mail folder in the new PST file.

Limitations of Manual Methods

Manual methods for OST to PST conversion have their own drawbacks, such as the following:

1. They take a long time and need a lot of effort.
2. They carry a risk of data loss
3. There are chances of human mistakes
4. It does not operate when Outlook profile is erased from the mailbox server
5. If OST is orphaned or inaccessible, will not function

Conversion of OST to PST with the help of OST to PST Converter Software [Recommended]

Softaken OST to PST Converter Software is a robust OST to PST converter software that makes the OST to PST conversion task quick and easy without any risk or potential of human error. This application retrieves all the mailbox information from the OST file and converts it into a PST file. The mailbox hierarchy is intact, and no data is lost in the conversion procedure.

It is a method to convert encrypted OST files and IMAP OST files without any file size restrictions. It offers a free preview of e-mail, calendar, and other mailbox items to help you quickly discover and restore key mail items. And the best thing is that it provides free OST to PST conversion for the first 20 emails per folder.

In conclusion

There are a few manual ways that can achieve OST to PST conversion which—though they don’t cost—carry a few constraints. For instance, if you are using Microsoft Outlook with your native Exchange account, then you can convert OST to PST solely manually. These manual procedures also take more time to convert the OSTs and hence won’t be suitable if you have a bulk conversion requirement. The software approach is a more effective way to convert single/multiple OST files to PST files with faster execution and full-fledged capability (multi-format output, batch conversion, etc.).