Outlook OST File: Performance, Creation and Benefits

outlook ost fileOST or the Offline Storage Table files are created in MS Outlook for synchronization with Exchange Server. OST files contain the most crucial data which can be accessed online as well as offline. Users have an advantage to work offline due to high end synchronization that is offered by OST files which are automatically synchronized to the server data even when the MS Exchange Server is not connected. 

OST files creation is highly recommended for meeting any downtime error during low connectivity to the server. These files then allow users to resume working offline while the data keeps synchronizing to the Exchange Server.

How OST files perform?

While working in absence of running Exchange Server or offline, the MS outlook takes the privilege for creating exact copy of user’s mailbox on MS Exchange Server which is named as Offline folders with OST extension for files. OST files are exact duplicate copies of the mailbox folders of a user on MS Exchange. The OST files provide dual advantage of synchronizing mailbox data while working offline. User can fearlessly make changes to existing OST files on his system because it automatically synchronizes alterations or additions to Exchange Server on connection.  Changes can be easily saved to online folders by using send/receive command.

Creating an Outlook OST File

OST files can be created in few simple steps. Novice users, please find below the detailed instructions for creating an OST files:

  1. Click on ‘File’ and choose ‘work offline mode’
  2. A fresh offline file will be created on your system and all data from MS Exchange Server will be synchronized to this new OST file.
  3. Now, you will need mailbox folders to be synchronized for offline use. As a rule of thumb, certain items like Calendar, Contacts, Tasks, Deleted Items, Outbox and Inbox folders become automatically available once after the synchronization is initiated. However, there can be other special online folders that you may want to access when not connected with MS Exchange Server. In order to process this request, you have to follow the given steps:
  • Go to Tools option, select Send/Receive, go to Send/Receive Settings and choose Define Send/Receive Groups.
  • From the drop down menu, select Send/Receive group which has Exchange Account. Click to edit.
  • Now, select your MS Exchange account from the accounts option.
  • Now, select the folder that you would want to synchronize for offline purpose from the folder option.

Also Read: How to connect MS Outlook 2010 to Microsoft Server ?

How to Connect MS Outlook 2003 to Microsoft Exchange Server ?

Benefits of OST Files

OST Files allows users to work in offline mode in absence of a secure connection base. Users can uninterruptedly perform even in absence of connected Microsoft Exchange server by working on already existing OST files which would later get synchronized with the online folders as the connection will pop-in. Therefore, creating an OST file is recommended for each Outlook user who tends to work a lot offline and needs all data quickly updated to MS Exchange Server. Also OST files can serve as a latest backup in case of accidental mailbox data loss.  Users may anytime recover email items in a PST format for complete recovery of crucial data loss. To convert OST files to PST, download OST File Recovery  from SysInfoTools. It ensures high end performance by penetrating the roots of OST files for complete data recovery.

Recommended: 1. How to Convert an OST File into PST format if you are using MS Outlook 2013 ?

2. Compress PST File used by Microsoft Outlook – Reduce PST

3. How to Use SysInfoTools PST Merge Software to Combine Outlook PST files ?