Step-by-Step Guide for Converting OST to PST

Microsoft Outlook is a leading email client, applauded by millions of executives at various levels. The power boosters of this email application are its file formats, OST and PST files. These files are building blocks in the mailbox content management system. OST files are the Offline Storage Table while PST files are the Personal Storage Table.

Featured image by UnderhilStudio

While the OST files are more secure and are linked to a particular profile or environment, the PST files are portable and can be exported to other systems or environments.

There are circumstances in which the user needs to convert an OST file to a PST file. Such circumstances include server unavailability, creating backup of the OST content, and data file corruption. However, Microsoft doesn’t provide a tool that will directly convert an OST file to PST format.

There are some built-in functionalities that allow users to perform this task manually however. For example, the user can use the Import/ Export Wizard. Alternatively, they can archive the files they need or use the drag-and-drop method.

Unfortunately, these approaches have limitations. For example, they don’t work in cases of orphaned or inaccessible files. Also, these methods involve risk of data loss.

In this article we will introduce you to a third-party OST-to-PST converter tool. This is a smarter approach to these conversions as, for one thing, it maintains the integrity of the OST file. This step-by-step guide to converting OST to PST will also aid you in accessing data files in any other environment or system.

OST File Locations

Typically, you will find the Outlook data file (.ost) in the following locations:

In Windows 10, 8, and 7, the default location is C:\Users\AppData\Local\Microsoft\Outlook
In Windows XP, the default location is C:\Documents and Settings\Local Settings\Application Data\Microsoft\Outlook

Use Cases for Converting an OST File to a PST File

You might need to convert Outlook data files to PST format in the following cases:

In case the exchange server crashes
When the server is down for maintenance
When the OST file has become inaccessible due to corruption
When you want to archive older mailbox content
If you are switching to a new email client that doesn’t support OST files

Built-In Functionalities for Converting OST to PST

OST files are not only linked to a specific profile but also encrypted with a MAPIEntriID GUID key. When these highly encrypted .ost files become inaccessible or orphaned, you will need to first convert them to the PST format. You can select any of the manual methods below for this conversion.

Method 1: Using the Import/Export Wizard

First, log in to the same Exchange profile with which the OST file was created. Then these steps:

Explore the “Files” tab.
Press “Open & Export” tab.
Then click “Import & Export.”

A dialogue box with dropdown options will appear. Choose the “Export to a file” option from the dropdowns. Click “Next” to proceed.

Choose the “Outlook Data File (.pst)” option.
Then hit on the “Next” button for further steps.

Now select the targeted folder and sub-folders that you need to export to.
After selecting the folders and sub-folders, click the “Next” button to proceed.

Give the folder location for where you want to save the file. Choose the “Replace duplicates with items exported” option to avoid having repeated content.
Name the PST file and then click “Finish” to end the process.

Method 2: Using the Archiving Method

You can also use Outlook’s AutoArchive feature to convert an OST file to PST format. This approach facilitates the automatic movement of the mailbox content to a PST file at regular intervals.

The Step-by-Step Process

Explore MS Outlook.
Navigate to the “File” menu.
Go to the “Archive” tab.

A screen will appear.
Select the targeted file or folder that needs to be archived.
Go to the folder where you want to save the archived file.

Click on the “Finish” button to end the process.

Method 3: Drag and Drop Mailbox Items

This is a simple and convenient method. To use this method, first create a blank PST file. Then, simply drag and drop the desired mailbox content from an OST file to this newly created folder. This approach is perfect for individual email messages. However, it is not suitable for a complete mailbox conversion.

Chief Limitations of Microsoft’s Built-In Functionalities

These functionalities facilitate the transfer of individual emails only.
You can’t transfer folders or the entire mailbox at once.
They will not work for orphaned or inaccessible OST files.

Step-by-Step Guide for Converting OST to PST with Specialized Software

As discussed above, there is no tool provided by Microsoft for OST to PST conversion. While there are some built-in functionalities that will perform this task, each of these functionalities has its limitations and may fail instead of performing the conversion.

In these cases, you can use a third-party software that offers additional features for OST-to-PST conversion. These tools are user-friendly and can convert the file while keeping the folder structure intact. Stellar Converter for OST is the best tool available for this task. It is quick, reliable and trustworthy. This converter software is based on advanced algorithms and supports Outlook 2003, 2007, 2010, 2013, 2016, 2019, 2021, and Outlook 365. This software can even convert orphaned or inaccessible OST files to PST format.

Features of Stellar Converter for OST

The software is compatible with Windows 7, 8, 8.1, 10, 11.
It is smart enough to convert even inaccessible, encrypted, and orphaned OST files to PST.
It can convert an Outlook data file (.ost) of any size.
It can convert multiple .ost files without any file size limit.
It features advanced filters to convert selective emails or messages.
It is proficient enough to recover deleted mailbox items.

Conclusion

Microsoft doesn’t provide a tool for converting Outlook data files (.ost) to PST format. However, there are some built-in features that you can use for this task. Such functionalities include Import/Export Wizard, Archiving, and Drag & Drop features. But these methods have some limitations. First, they are time-consuming. Secondly, they are not suitable for orphaned or inaccessible OST files. The best option is to use any third-party OST to PST converter software such as Stellar Converter for OST. This converter tool is fast and reliable. It is smart enough to convert even encrypted or inaccessible OST files to PST. It allows users to export and access all their encrypted data.