Best Method to Backup OST File in Outlook 365 [2024]

In 2022, approximately 400 million people will utilize Microsoft Outlook as their primary email service. This formidable email network is developed and managed by Microsoft, thus ensuring robust security and an abundance of essential features.

However, saving or backing up files from Outlook can be quite a challenge. This is why many users seek to secure their OST (Offline Storage Table) files from Outlook. But what is it exactly, and how does it function? Let's delve into it to find out.

You may find the following articles helpful for more information on the differences between Gmail and Outlook, as well as how to backup your PST file:

Introduction

If you're someone who aims to safeguard your files and emails in Outlook, you might constantly be concerned about creating backups. While some individuals utilize third-party software for this purpose, others rely on built-in methods provided within the Windows operating system.

However, one thing that most people do is rely on Offline Files created by Outlook. This means that when you transfer these files to another computer or account, your settings, emails, attachments, and so on will be preserved. This article will delve into how this system operates and guide you on how to back it up. Let's continue exploring.

If you wish to learn more about backing up Outlook emails to a hard drive, please refer to the following article:

How to Backup/Save Outlook Emails to Hard Drive Automatically in 3 Ways

Here are three methods to back up Outlook emails: automatically save Outlook emails to a hard drive using a professional file backup utility, backup Outlook data file (.pst) to a hard drive with the Outlook Import/Export Wizard, or manually copy OST or PST files to save Outlook emails.

What is an OST File?

Microsoft Outlook relies on numerous files to function correctly, and one such file in its extension list is the OST file, which carries the .ost extension. This file enables Outlook users to continue working offline, performing tasks other than sending or receiving emails, ensuring uninterrupted productivity even without an internet connection.

However, this file syncs with the inbox as soon as an internet connection is established. Its primary function is to ensure the seamless operation of Outlook, allowing users with unstable or slow internet connections to work efficiently.

Another objective of this extension is to establish a connection with the Exchange server whenever the internet connectivity is seamless. Although this isn't an issue in today's world of robust internet connections, it becomes particularly useful during times of internet instability or sluggish performance.

Why Users Need to Backup OST File Users need to backup OST (Offline Storage Table) files for several reasons, including: 1. **Data Security**: OST files store a local copy of Exchange Server data, allowing users to work offline. Backing up these files ensures that data is protected against loss due to hardware failures, software glitches, or cyberattacks. 2. **Synchronization Issues**: OST files may get corrupted or fail to sync with the Exchange server, leading to data inaccessibility. A backup ensures that users can restore their data in such scenarios. 3. **Migration**: When users switch email clients or platforms, having a backup of OST files simplifies the migration process, preserving their mailbox content. 4. **Accidental Deletion**: Human errors can result in accidental deletion of important emails or other data within the OST file. A backup provides a safety net to recover lost information. 5. **Regular Updates and Maintenance**: Regular backups help users stay prepared for any unexpected changes or updates to their email system, ensuring smooth operation and minimizing downtime. 6. **Compliance Requirements**: In certain industries, there are legal requirements to retain email data for a specific period. Backing up OST files helps meet these compliance standards. 7. **Disaster Recovery**: In the event of a natural disaster or severe system failure, having backups allows for quick recovery of vital email data. In summary, backing up OST files is crucial for data protection, business continuity, and maintaining compliance with industry regulations.

OST files are crucial components of Microsoft Outlook's offline functionality. Even when the internet is functioning and the user is connected, the OST file remains significant. However, due to the complexity involved in backing it up, many individuals tend to overlook this task.

However, a few issues can arise if you don't back up OST files, such as:

• Inability to synchronize OST
• OST Authentication issues
• Severe data recovery scenario
• Corrupted OST without a backup

Should any of these occurrences take place, you run the risk of losing your valuable emails, your configurations, and other preferences. Now, when an OST (Offline Storage Table) file synchronizes with the Exchange server, it can become susceptible to connectivity issues. Consequently, the file becomes unusable.

Alternatively, when a file encounters authentication issues due to corruption, a backup can also prove useful in such situations. Lastly, any type of data recovery or OST corruption necessitates having a backup. If you do not have one, you will be unable to recover lost or deleted emails.

That's why it's crucial to save your OST files using various methods, which we'll discuss later, to safeguard you from any data disaster.

How to Backup OST File Backing up an Outlook Offline Storage Table (OST) file is essential to ensure the safety and availability of your email data in case of any unexpected issues with your Microsoft Outlook configuration or computer. Here's a step-by-step guide on how to backup your OST file: 1. **Close Microsoft Outlook**: Before starting the backup process, make sure Outlook is completely closed to avoid any potential data corruption. 2. **Locate the OST File**: OST files are usually stored in the following location: - For Windows 7, 8, and 10: - `%USERPROFILE%\AppData\Local\Microsoft\Outlook` - For Windows Vista: - `%USERPROFILE%\Local Settings\Application Data\Microsoft\Outlook` 3. **Create a Backup Folder**: Choose a location where you want to store the backup, such as an external hard drive, USB drive, or a secure folder on your computer. Create a new folder specifically for the OST backup. 4. **Copy the OST File**: Navigate to the OST file location using File Explorer, identify the file (it will have a .ost extension), and then copy it to the backup folder you created. 5. **Optional: Compress the OST File**: To save space and improve security, you can compress the OST file using a compression tool like 7-Zip or WinRAR. This will create a ZIP or RAR archive that you can store in your backup location. 6. **Regularly Schedule Backups**: To ensure your OST file is always up-to-date, set up a regular schedule for creating backups, such as weekly or monthly. You can use built-in backup tools in your operating system or third-party software to automate this process. 7. **Store Offsite**: For added security, consider storing a copy of the backup in a different physical location or using cloud-based backup services. Remember, backing up your OST file does not replace the need for a proper email backup solution provided by your email service provider or IT department. However, it can serve as a useful additional layer of protection for your personal data.

In this section, we'll delve into several approaches to securing your OST file. Each method outlined here contributes to the safety of your OST file, but some are more recommended than others in this ranked list. Let's proceed.

1. Method 1. Backup OST File with Todo Backup Tool
2. Method 2. Manually Backup OST File
3. Method 3. Backup OST File using Archive Option

Method 1: Backup OST File with Todo Backup Tools

The first approach involves utilizing a professional and dependable backup tool, such as Todo Backup Home, to assist you in backing up and restoring your files. This software is widely used globally to create reliable backups. It enables you to swiftly and effortlessly save your emails or files, like OST.

Aside from that, the tool is incredibly user-friendly compared to other traditional backup methods. So, why should you opt for this tool over other approaches or programs? Here are the reasons:

• Generates dependable backups
• Provides complimentary cloud storage—250GB
• Guarantees the maintenance of backup files
• Produces a complete system clone, including Outlook

Thus, this software is the perfect solution for you to backup your OST files. Here's how you can proceed: 1. Download and install the OST backup software on your computer. 2. Launch the software and select the "Backup" or "OST to PST" option from the main menu. 3. The software will prompt you to browse and locate the OST file you wish to back up. You can either choose the default Outlook OST file location or manually navigate to the file. 4. Once the OST file is selected, choose a destination folder where you want to save the backup copy. Ensure that the destination has enough space to accommodate the backup. 5. Some software might offer additional options like encryption, compression, or splitting the backup file. Configure these settings as per your requirements. 6. Click on "Start Backup" or a similar button to initiate the process. The software will then convert the OST file into a PST format (or another supported format) and save it at the designated location. 7. Monitor the progress of the backup process. Once completed, a message will confirm the successful backup. 8. It's recommended to periodically verify the backup file to ensure its integrity and accessibility. By following these steps, you can safely and efficiently create a backup of your OST files using the software. This will protect your data in case of any unforeseen circumstances or system failures.

Step 1. Launch the Todo Backup tool on your computer, and click Create Backup on the main screen. Then, click the large question mark to select backup contents.

Step 2. Among the four backup options, click "Apps data".

Step 3. Next, you'll see a list of all the apps that can be backed up. Locate and check the "Microsoft Outlook" option. Choose the mailbox addresses from which you wish to back up emails, contacts, or calendars, then click "OK".

Step 4. Next, you need to select where to save your Outlook backup by clicking on the designated area shown in the image.

Step 5. The backup location can be another local drive on your computer, an external hard drive, network, cloud, or NAS. Generally, we recommend using an external physical drive or cloud service to store your backup files.

Step 6. If interested, you can customize settings such as setting an automatic backup schedule for daily, weekly, monthly, or on specific events, and creating differential and incremental backups by clicking on the Options button. Once done, click "Backup Now" to initiate the Outlook backup process. The completed backup task will be displayed on the left side in a card format.

If you are an Outlook user, you should be familiar with the best Outlook backup software and know how to back up your Outlook mail via browsers. You can refer to the following article to learn more:

Method 2: Manually Backup OST File

The second method involves manually backing up your OST (Offline Storage Table) file by exporting it from your Outlook. To do this, you first need to ensure that your account is signed in. Once signed in, follow these steps:

Step 1. Open Outlook.

Step 2. Go to Options.

Step 3. Click "Open & Export" from the left.

Step 4. Click the "Import/Export" button.

Step 5. Tap on "Export to a file" and then click "Next".

Step 6. Click on "Comma Separated Values" and tap "Next".

Step 7. Save the file to your preferred location.

This will assist you in saving the OST files to your preferred location. Make sure to save it in a secure spot on an external device to guarantee comprehensive safety.

Method 3: Back up OST File with Archive Option

The next step involves utilizing the Archive feature to safeguard your OST file or create a backup. This process might seem somewhat complex for first-timers, but it's certainly not insurmountable. Here's a guide on how to proceed:

Step 1. Open your Outlook.

Step 2. Go to the "File" menu and then select "Options."

Step 3. Click on the "Mailbox Cleanup" option, and then choose "Archive".

Step 4. Select the desired files and folders you wish to archive.

Step 5. Browse the destination folder for backup.

This will save your OST file to a location of your choice. It's crucial to make sure your internet connection is functioning properly while doing this, as without it, some emails or contents of your inbox might be missed.

How to Open and View OST Files OST (Offline Storage Table) files are used by Microsoft Outlook to store a local copy of your mailbox data when you're working offline or with limited connectivity. If you need to access or view the contents of an OST file, follow these steps: 1. **Reconnect to Exchange Server:** - The simplest way to open an OST file is to connect to Microsoft Exchange Server through Outlook. When Outlook connects, it automatically synchronizes the OST file with the server data. 2. **Use Outlook:** - Launch Microsoft Outlook. - If Outlook doesn't start automatically, go to the Start menu, search for "Outlook," and click on it. - Once Outlook is open, it should detect your OST file and load your emails, contacts, calendar entries, and other data if you're connected to the internet. 3. **Convert OST to PST:** - If you can't access the Exchange Server or want to open the OST file in another email client, you'll need to convert it to a PST (Personal Storage Table) file format. - Use third-party software like Stellar OST to PST Converter, Remo Repair Outlook, or SysTools OST to PST Converter to convert the OST file. 4. **View OST files with a Viewer Tool:** - There are dedicated OST viewers available that let you open and view the content without Outlook or connecting to Exchange. For example, use OST File Viewer by Nucleus Technologies or OST Viewer by DataNumen. 5. **Manual Extraction:** - If all else fails, you might need to manually extract the data from the OST file. This involves using tools like File Explorer to locate the OST file, renaming its extension to .zip, and then extracting the contents. However, this method may not yield readable data without specialized tools or knowledge. Remember that OST files are typically locked by Outlook, so you won't be able to directly open them as regular files. Always ensure you have the proper permissions and a backup before attempting to manipulate OST files.

Opening OST files for viewing is a simple process. After saving them, you can utilize different methods to access their contents. In this section, we will discuss how to view the files you have secured. Here are two methods to accomplish this:

• Method 1: Open and View OST Files using Outlook Archive Feature
• Method 2: Open and View OST Files with Mailbox Items

Method 1: Open and View OST Files with Outlook's Archive Feature

The first method involves using the Archive feature to access your backed-up file. To accomplish this, let's revisit the Archive function in Microsoft Outlook. Here's the process:

Step 1. Navigate to "Microsoft Outlook's File" options.

Step 2. Head into "Info," then "Mailbox Settings/Mailbox Cleanup."

Step 3. Click on "Archive".

Step 4. Click "Browse," then select the folder containing your OST file.

This will restore your emails and other saved information in the OST file, allowing you to view or edit them as needed. However, the steps may vary slightly in Microsoft Outlook 2013 and earlier versions.

Method 2: Open and View OST Files with Mailbox Items

The first option is to utilize Mailbox Items to assist you in viewing your files, allowing you to save and access them. Here's how you can proceed with this choice:

Step 1. Go to your "Files" in Outlook.

Step 2. Go to "Open & Export" and click on "Import/Export".

Step 3. Click on "Import from another program or file" and then "Next".

Step 4. Choose "Outlook Data File" and click "Next".

Step 5. Go to the location of your file.

Step 6. Click on "Replace duplicates with items exported".

Click on "Replace duplicates with items exported"

The Epilogue

Here are some of the most effective methods to backup your OST file from Outlook. Although all these methods work, it is recommended that you utilize a tool like Todo Backup to ensure a proper and secure backup of your OST files. This is also suggested as it simplifies the process of recovering the OST file if needed.

Frequently Asked Questions (FAQs) on Backing Up OST File: 1. What is an OST file? A: An OST (Offline Storage Table) file is an offline data file used by Microsoft Outlook, allowing users to access and edit emails without being connected to the Exchange Server. 2. Why should I back up my OST file? A: Backing up your OST file is crucial because you could lose these files due to computer failures, virus infections, or Outlook issues. A backup protects your important emails and other data. 3. Can I manually back up my OST file? A: Yes, you can manually back up your OST file. Just locate the file (usually in %USERPROFILE%\AppData\Local\Microsoft\Outlook), copy it, and save it to a secure location. 4. How often should I back up my OST file? A: It depends on your tolerance for data loss risk and how frequently your data updates. It's recommended to back up at least once a week or immediately after significant changes. 5. Are there any automated tools for backing up OST files? A: Yes, there are several automated tools available that can help schedule regular OST file backups. These tools often offer options like scheduled backups, encryption, and cloud storage. 6. Can I convert my OST file to PST for backup purposes? A: Yes, you can convert your OST file to a PST (Personal Storage Table) file for backup. Many third-party software tools support this conversion. 7. Is it safe to store my OST backup on an external drive or cloud service? A: Yes, external drives and cloud services are generally safe for storing backups. However, ensure you choose a reliable service and use strong passwords and encryption for added security. 8. What happens if my OST file gets corrupted? A: If your OST file becomes corrupted, try using Outlook's built-in tools like "Scan PST" to repair it. If the issue persists, your backup can restore your data. 9. Do backups protect against synchronization issues with Exchange Server? A: Backups won't prevent synchronization issues with the Exchange Server, but they can help recover data after such issues occur. 10. Can I access my backed-up OST file on another computer? A: Normally, no, as OST files are associated with a specific Outlook profile. However, you can convert your backed-up OST to a PST file and then import and access the data on another computer.

If you have more questions, please refer to our FAQ section to find the answers you need.

1. Can I copy the OST file to a new computer? Yes, you can copy the OST (Offline Storage Table) file to a new computer; however, there are a few things to consider: 1. **Compatibility**: Ensure that the new computer is running the same version or a compatible version of Microsoft Outlook that was used on the previous computer. 2. **Exchange Connection**: The OST file is linked to your Exchange account. Make sure the new computer has access to the same Exchange server and that you have the necessary login credentials. 3. **Re-syncing Data**: When you copy the OST file to the new computer, it will not automatically sync with the Exchange server. You'll need to set up your Outlook profile again and let it synchronize all data from the server. This might take some time depending on the size of your mailbox. 4. **Backup**: It's recommended to create a backup of your important data before making any changes. You can export your Outlook data to a PST (Personal Storage Table) file, which can be imported to the new computer. 5. **Permissions and Firewall**: Ensure that the new computer has the necessary permissions to access the file and that the firewall settings allow Outlook to communicate with the Exchange server. 6. **Potential Issues**: Copying an OST file directly may lead to corruption or synchronization issues. If you encounter problems, it might be better to recreate the OST file from the server after setting up Outlook on the new computer. In summary, while it's possible to copy an OST file, it's often more reliable to set up your email account anew in Outlook on the new computer and let it download the data from the Exchange server.

Yes, you can. After extracting the OST file using any of the methods outlined in this article, you are free to move it to any location. However, if you wish to use that OST file with a new Outlook instance, you would need to utilize the Import/Export feature.

2. Can I retrieve emails from an OST file?

Yes, you can. After saving the OST file to another computer, online storage, or external device, you can import it into your Outlook using the procedures outlined in this article. Once completed, you will be able to view your previous emails again.

3. Where do deleted OST files go? Deleted OST (Offline Storage Table) files typically do not go anywhere specific. When you delete an OST file, it is not immediately removed from your system. Instead, it is marked as deleted and the space it occupies on your hard drive becomes available for new data to overwrite. However, the actual deletion process may vary depending on the operating system and the method used to delete the file. If you want to recover a deleted OST file, you may be able to do so using data recovery software, provided the file has not been overwritten yet. It's crucial to stop using the computer immediately after deletion to increase the chances of successful recovery. Additionally, having a backup system in place can help prevent the loss of important OST files.

The typical location for deleted files is:

"C:\Users\Admin\AppData\Local\Microsoft\Outlook"

So, simply copy and paste this into the address bar of your Windows Explorer, since AppData folders are hidden by default.

4. What's the difference between OST files and PST files? OST (Offline Storage Table) files and PST (Personal Storage Table) files are both formats that Microsoft Outlook uses to store email data. However, they have different functions and unique traits: 1. **Synchronization**: - **OST Files**: These come into play with Exchange Server accounts. They sync your emails, calendar, contacts, etc., for offline use. When reconnected to the server, any changes made offline get synced up. - **PST Files**: These are for local email data storage when you don't have an Exchange account. They don't sync with a server; instead, they keep a copy of your mailbox data on your computer. 2. **Offline Access**: - **OST Files**: As mentioned, OST files let you work with your email data even when offline. - **PST Files**: They don't support offline access out of the box, but you can set Outlook to work offline with PST files using features like "Work Offline" mode. 3. **Size Constraints**: - **OST Files**: The size limit usually depends on the Exchange Server settings and can be quite large. - **PST Files**: Older Outlook versions had a limit of around 2 GB, but newer ones can handle up to 50 GB or more. 4. **Data Safety**: - **OST Files**: Since they're tied to an Exchange Server, OST files have built-in backup and recovery features from the server. - **PST Files**: They're more prone to data loss as they lack inherent server-based protection. Backups need to be manually created. 5. **Mobility**: - **OST Files**: They aren't intended to be portable and aren't easily moved between computers. - **PST Files**: PST files can be moved or copied between computers, making them good for data archiving or sharing. In short, OST files are great for Exchange Server users needing offline access, while PST files are better for local storage and non-Exchange scenarios.

OST and PST files are both utilized for data storage in Outlook. The key distinction lies in their purpose: OST files store data for offline access, whereas PST files save the data in a location on the local disk of an Outlook user.