Why Manual OST to PST Conversion Fails (And What Actually Works)

Outlook’s OST stands for Offline Storage Table. This data file (.ost) is regarded as highly secure. It is because of its technical framework. OST is tied specifically to the MAPI profile. What does it mean? It means that this data file is encrypted. It is also cryptographically locked (with a MAPEntryID GUID key) to the profile of a particular user. This data file cannot be moved to another computer. Additionally, it can’t be accessed by a different user profile. OST interacts with the Exchange Server. It is not wrong when we say that it is heavily dependent on the Exchange. If there is some issue with the Exchange, the user mailbox does not get updated. The user will not be able receive fresh emails or calendar updates. In case the email account of the user is deleted from the server, then the OST file becomes “orphaned”. It means that a user can view the data within. The user is also unable to access or import the data file (.ost) directly into a new Outlook profile. This scenario demands OST to PST conversion.

OST corruption is another issue that Outlook users face on regular basis. System crashes, network problems, and hardware crashes are some of the causes of this issue. A user may try built-in functionalities (like ScanPST.exe) to repair corrupt OST file. But these manual functionalities may fail to surpass complex issues like in case of a malware attack. This scenario also requires OST to PST conversion. Only an advanced OST to PST converter software can fix this issue. Understanding Why Manual OST to PST Conversion Fails (And What Actually Works) helps users select concrete solutions. This blog explores why manual OST to PST conversion methods are unreliable and where they fall short.

Common Situations That Demand OST to PST Conversion:

Some common reasons need to convert OST files to PST format are listed below:

• OST Data Import: When the user wants to import OST file content to a different system or Outlook profile, the conversion is required. It is so because the OST file is linked with a MAPEntryID GUID key and can’t be accessed from a different profile. First, we need to convert this data file (.ost) to PST.
• Data Backup: There is a high possibility that the Exchange OST file may become large and get corrupted. To ensure safety of valuable data, we can convert OST to PST.
• Accidental Exchange Deletion: To prevent accidental deletion of exchange owing to some technical glitch, we can use the previously converted OST to PST files.
• Orphaned or Inaccessible OST Files: An OST file becomes orphaned or inaccessible due to corruption in Exchange databases. To access the data stored in such file, you need to first convert the OST file to PST.
• Switching Email Clients: Besides Microsoft Exchange and Outlook, the OST file is incompatible other email clients. In case of switching from one email client to another, you need to convert OST to PST to move old mailbox items.

Common Manual Methods Users Try:

Below is the list of some built-in functionalities that users frequently utilize for OST to PST conversion:

Method 1: Archiving Method: This is one of the proven methods where users can save the OST file contents in a distinctive PST file. It prevents piling up of data in the file and assures mailbox optimization. Follow the below instruction guide to start the archiving process:

• Explore the Outlook app.
• Hover the cursor on the ‘File’ menu and press ‘Archive.’
• You came across a screen, select the ‘File’ or ‘Folder’ that needs to be archived.
• Give the path of the location where the archived file is to be saved.
• Press ‘Finish’ to conclude the process.

Method 2-Import/Export Wizard: We can also use Import/Export wizard export OST mailboxes to PST format. Follow the below instructions to initiate this process.

• Login to the Outlook with the same Exchange account.
• Go to Files >Open & Export and press ‘Import/ Export’ option.
• Now choose ‘Export to a file’ option from the dialogue box dropdown, then press Next
• To export data file, select the Outlook Data File (.pst) option, then click Next.
• A dialogue box will appear and ask for the folders that need to be exported. Select the targeted folders, you can also choose the subfolders, then press Next.
• Give the location path where you want to save the new PST files and mark Replace duplicates with items exported. Click Finish to end the process.

Why Manual OST to PST Conversion Methods Fail?

The above methods may fail in the following circumstances:

• Exchange Server Not Available: The above functionalities are server dependent. In case, the server is not available, these will not work.
• Requires an Active Outlook Profile: The above methods will not work on an orphaned OST.
• Oversized OST: Manual methods may not be able to convert an oversized data file (.ost).
• Data Recovery: A user needs such conversion in an attempt to recover sensitive data from a damaged data file (.ost).
• Risk of Data Loss: Manual ways always pose a risk to the data loss.

What Actually Works: Professional OST to PST Converter Tools

Looking for ways to repair corrupt OST file? Experts associated with the domain strongly advocate for utilizing OST to PST Conversion Software to deal with an orphaned OST. These tools are developed to work without Outlook as well as the Exchange Server. Such converters can operate independently. They are not dependent on MS Outlook and Exchange Server. Tools like Stellar Converter for OST are smart enough to access, scan as well as convert inaccessible or orphaned OST even without the original Exchange profile. They are also capable of fixing an oversized data file (ost). What more? These tools maintain the original folder structure, metadata as well as formatting.

Comparison Chart:

Conclusion:

In the above guide, we have learned that multiple circumstances require the conversion of OST data file to PST. But because of the OST technicalities, it is not an easy task. We have learned that OST files cannot be imported or accessed using any Outlook account other than the original MAPI profile. The post also shed light on 2 manual methods for conversion viz- Archive Method, and the Import/ Export Wizard. But these functionalities are not capable of handling orphaned or oversized data files (.ost). To ensure the safe recovery of data, a user needs to utilize some advance OST to PST conversion software. Such tools are developed to bypass the limitations of manual functionalities. Tool like Stellar Converter for OST is a standalone application. It can work independently of Outlook. This software is also not dependent on the Exchange Server to access, repair and export even an orphaned OST. This software can independently read the Offline Data File (OST) structure. It can also repair corrupt OST file of any size.