Summary: Here is a comprehensive write-up, detailing different ways to convert OST to PST format. If you are a Windows user, you must be familiar with OST and PST files. These are Outlook Data Files, storing complete mailbox data. Be email messages, contacts, calendars, journals, notes, tasks, etc. However, these files are different for various reasons. This blog will also introduce you to other aspects of the topic as well. Such as what are OST and PST files, why users need to convert OST, and more. Further, you are free to compare and choose the best process among all mentioned in the blog.
What are Outlook data files?
MS Outlook prominently uses two types of files to store emails, contacts, and other data locally on your system. They are OST and PST, short for Offline Storage Table and Personal Storage Table, respectively. Both files play crucial roles in managing your Outlook data, providing flexibility, accessibility, and data security.
To better understand the steps to convert OST to PST, let us know each of them:
Offline Storage Table (OST)
The OST file serves as a cache file of your Exchange mailbox. You can access your entire mailbox data even when you're offline. Later, the Exchange server synchronizes OST files once the Internet connection is established. Thus, updating all changes made offline in the server mailbox, and vice versa. Outlook and Exchange manage OST files, so users do not have direct control over OST files.
Personal Storage Table (PST)
Unlike OST, users create and manage PST files directly. PSTs are commonly used for POP3, IMAP, and web-based mail accounts. You can backup and archive Outlook data including emails, contacts, tasks, notes, etc. Moreover, PST files are flexible in terms of storage location and portability. You can conveniently move or copy PST files between different systems.
Before you convert OST to PST, the following section points out the key differences between OST and PST files.
OST vs PST
| OST |
PST |
| Allows users to work with mailbox data offline. |
Used for local storage and backup purposes. |
| Changes are synchronized with the Exchange server when connected. |
Does not synchronize with any server, and operates locally. |
| It is a copy of the entire mailbox data. |
PST stores Outlook data locally. |
Why do users convert OST files to PST?
For instance, the OST file becomes corrupted for some reason. In that case, you can delete the file from the local folder and recreate it from the network server. However, if your Outlook profile is deleted or inaccessible, you can use the locally saved OST file. Simply, convert OST to PST, and import the PST file to a new Outlook profile. Apart from that, there are various other reasons for converting OST files to PST:
- Recover data in case of accidental deletion of the Exchange
- While migrating to a new email client
- Migrating from one Exchange server to another
- To create a local backup of Outlook data
- Online access to OST file data
- Transferring data to different email clients
There are many such reasons why users migrate OST file data to PST format. Further, let us explore distinct methods to do the same.
How to convert OST to PST manually - Free methods
We have found the three best methods to export OST files to PST format. They are:
- Drag and Drop Procedure
- Using Outlook Import/Export Feature
- Through Auto Archive Setting
We will discuss each method with the proper steps. However, before beginning the conversion, you must ensure that:
- The Outlook account is properly synced with the Exchange profile,
- Keep backup of mailbox data to a secure location,
- And, ensure you are using the correct login credentials.
1. Save OST emails to PST using the Drag-and-Drop method
This process is good to go if you want to migrate only selective data from your Outlook account. Follow the stepwise process as mentioned.
- Firstly, open Outlook and create a new data file.
- Click on +New Email and then, expand More Items by clicking.
- From the menu, click on the Outlook Data File option.
- In the New Outlook Data File Window, select Outlook data file (.pst). Click OK.
- Save the PST file in a folder that is easily accessible. This will create a new data file.
- Next, select the data from the old account and drag it into the new account.
- A prompt will appear asking for confirmation. Click Yes.
Consequently, the data will be transferred. Thus, you can access new PST files easily.
2. Convert OST to PST Using Outlook Import/Export Feature
The Import/Export feature of Outlook is the most used and authentic procedure. Follow the steps properly and export OST file to PST format:
- Open MS Outlook and click to open the Files menu.
- There, tap on the Open & Export option.
- Next, select the Import & Export settings.
- Import and Export Wizard opens. Choose the Export to a File option. Tap Next.
- Next, choose Outlook Data File (.pst) and click Next.
- Select the desired folder(s) to export from. Proceed by clicking on Next.
- Here, you can also choose to Include Subfolders.
- Further, define a destination where you wish to store the new PST files.
- Opt for ‘Replace duplicates with items exported’.
- Finally, click on Finish.
Moreover, you can also set a password for the PST file. Thus, your PST file is saved at your desired location.
3. Use Auto Archive Setting to Export OST to PST
Another method involves enabling Auto Archive in MS Outlook. This process helps you manage your mailbox size and save OST file data in a separate PST file. So, to turn on Auto-archive, do as illustrated below.
- Run MS Outlook and open the File menu.
- Tap on Options at the bottom-left.
- Next, in the Advanced tab, click on AutoArchive Settings…
- Now, specify the day interval in which you want to run AutoArchive.
- Select the desired folder to store the archived files.
- Click on OK, once you have selected all the archiving options.
Hence, according to your Archive Settings, you have transferred the OST file to PST.
These were three widely used methods to convert OST to PST, for free. You can rely on the mentioned process for converting PST files to PST. Moreover, if you are well aware of Outlook and its technicalities, it's easy to perform as well.
However, these procedures are not ideal if you have large OST files or in bulk. In those cases, OST to PST Converter will be an ideal approach. You can use this utility to convert any number of OST files to PST at once without hampering your original data. Besides, it offers various built-in features to assist the conversion.
Summary
Hope this write-up will help you convert OST to PST conveniently! None of the mentioned processes involves complex procedures. However, depending on OST file data, it can be time-consuming. You can choose either of the three discussed procedures as per your needs. Also, it is always suggested to keep a backup of data, before trying any procedure. This keeps your crucial data safe, in case of accidental deletion or file corruption.