What is Outlook OST File and its Benefits?

If you are a new Outlook user or need to know some details of the OST file, here is the write-up for you. The OST file plays an important role in synchronizing data between your system and the server, for professional and individual emails both. This ensures uninterrupted access to Outlook emails even when you're offline. However, sometimes, users may encounter corruption issues with these files. In that situation, converting OST to PST format becomes necessary. So, we suggest using an efficient OST to PST Converter Tool. Further, let us explore the details of what an OST file is and its features.

What is an OST (Offline Outlook Data File)?

OST or the Offline Storage Table files are Outlook data files used to store a local copy of your mailbox information. These files contain the most crucial data including emails, calendars, contacts, etc., which can be accessed online and offline. Users have the advantage of working offline due to the high-end synchronization offered by OST files. They are automatically synchronized to the Exchange Server even when the MS Exchange Server is not connected.

When the connection is restored, Outlook automatically synchronizes the OST file with the server. So that all changes made offline are updated in the cloud. The OST file works in conjunction with Microsoft Exchange Server, Office 365, and Outlook.com accounts. The creation of an OST file is highly recommended to the users to avoid downtime during low server connectivity.

What are the Key Features of Outlook OST File?

Following are the functions and features of the OST data file, that you must note:

• An OST file allows users to access and work with their Outlook mailbox data even offline. All changes made offline are stored locally and later, restored when online.
• It offers a two-way synchronization process with the mail server. This means that both the local copy of the file and the server copy are kept in sync. For example- When working online, changes made offline are synced and the new data from the server is downloaded to your local copy.
• Generally, users keep an OST file as a backup copy of their Outlook mailbox. In case the server becomes unavailable or your mailbox encounters certain issues, you can restore important data easily.
• OSTs are extensively supportive of large mailboxes. It acts as the best fit for enterprise-level communication needs, as it can store gigabytes of data at a time.
• Another significant feature of this file is compression and storage optimization. This means it compresses data to optimize storage and saves a large amount of data occupying the minimum possible space on your system.

Thus, these features of OST files benefit users a lot. One can work in areas with limited or no internet. Moreover, the chances of data loss due to connectivity issues are less.

Where are the Outlook OST Files Stored?

Depending on which Windows OS and Outlook version you are working on, OST files are stored in a specified location. Here are by default locations, you can look for to open the OST file:

• For Windows 10/11 and Outlook 2016/2019/365
  C:\Users\ \AppData\Local\Microsoft\Outlook\
• For Outlook 2013 or earlier
  C:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\

Here is an alternative way to find Offline Outlook Data File, using Outlook settings:

1. Open the Microsoft Outlook application.
2. Go to File > Account Settings > Account Settings.
3. Select your functioning account and click on Data Files.
4. Here, you will see the path to your mailbox OST file.

Well, many users still have queries like “How to Create an Outlook OST File?” For your better understanding, OST files are created automatically after configuring an MS Exchange or Office 365 account in Outlook. Once the account setup is complete, MS Outlook auto-downloads the mailbox data and saves them locally as an OST file. You can follow the steps given above to find the OST file saved on your system.

What are the Challenges With Offline Outlook Data Files?

When you get so many benefits with an OST file, there are a few drawbacks too. They are:

• Due to abrupt system shutdowns, software crashes, or synchronization issues, OST files might get corrupted.
• Sometimes, the OST file fails to sync properly with the server. Thus, resulting in discrepancies between local and server data.
• Over time, OST files can grow very large. This causes performance issues or corruption if the file size exceeds the size limit.

Well, these drawbacks can be overcome by certain measures and restrictions.

How & When Do Users Convert OST to PST?

Converting OST to PST makes your email data more portable and easier to manage. Outlook users often need to save OST data to PST for various reasons. Let us see why and how they do. Here are some common reasons why users convert OST files to PST:

• When users switch from one system to another, converting to PST makes migration easier.
• Another important reason is for backup and archiving purposes of the Outlook mailbox.
• If an OST file somehow gets corrupted, converting OST to PST can help restore important data.

But, you must be wondering how to convert OST files to PST. So, broadly there are two methods that users follow- manually using Import/Export Feature or using SysInfo OST to PST Converter. However, the professional tool is suggested as the best and most secure solution to convert OST files.

Conclusion

Now, you are familiar with the importance of an OST file and know how to open an OST file. Hopefully, you have also understood the performance of an Outlook OST file. You can work offline on MS Outlook with the help of the OST file. They are copies of your mailbox folder emails stored on your local machine. But they are in an unreadable form unless and until you convert them to PST. Clear the whole concept of OST files, so that you do not have any doubts later.