Import .ost Data File into Outlook – A Complete Guide

Summary:  There may be scenario where users may need to import .ost Data file into outlook, such as for backup purposes, migrating to a new system, or troubleshooting issues. This article will take you through the OST files and the reasons to migrate and provide a step-by-step guide for all possible manual method.

Microsoft Outlook stores email data in two main file formats. The OST file is used for caching mailbox data when working in offline mode or with an Exchange account. Other hand, PST file is used by MS Outlook to store copies of messages, calendar events, and other items.

What is an OST file in Outlook?

When you configured an IMAP account in Outlook, an encrypted Outlook data file known as Offline Storage Table (OST) is created automatically. It is associated with a specific profile on a certain PC where your account has been configured. You can use Outlook Data Files if you have an MS Exchange account and want to work offline (.ost). They are extremely useful in the event of server downtime or an unreliable internet connection.

Reasons to Import .ost Data File into Outlook

1. It creates a local backup of your email data, which can be useful in case of any data loss.
2. When moving to a new email system with a different Exchange server, you may need to transfer OST file to outlook for easier data migration.
3. If you encounter issues with your Outlook or Exchange account, then it will help you isolate and solve the problem more effectively.
4. Also, these files can be used for long-term archiving of email data, freeing up space in your mailbox and improving performance.
5. After that, Files can be accessed and used without an internet connection, making it easier to work with your email data offline.

Export OST File to Outlook Free Using Manual Method

There is only one manual method that we can use to import .ost data file into Outlook. As a result, there are a few popular ways which can be followed for opening OST files. Therefore, Make sure you have the outlook desktop-based email client downloaded in your system.

#1 Using the Import/Export Tool

If you want to convert OST to PST Outlook, Then you must connect to Outlook using the Microsoft Exchange account that was used to create the OST file. Follow the steps below to save OST to Outlook data file using this method:

Things to consider: Same Exchange profile and server connectivity required to perform below steps.

1. Navigate to Files > Open & Export.
2. Now, select Import & Export from the drop-down menu.
3. Select Next after clicking Outlook Data File.
4. Then, Choose the folder you wish to export and press the Next button.
5. Finally, navigate to the location where you want to save the new PST file of Outlook and choose the appropriate option for duplicate items.

Note: An OST file is available or accessible only when connected to the Exchange Server. If the connection is disrupted, the OST file becomes orphaned. In this state, no tool—whether it’s Notepad++, Adobe Reader, or even Outlook—can access the OST file, as it is fully encrypted.

Drawbacks: Manual Approach to Import .ost Data File into Outlook

We have covered the above manual ways to export OST data file to outlook, which has several downsides, which are listed below:

1. Outlook accounts must be configured in the system.
2. Following above methods requires some technical expertise.
3. The system must be linked to the Microsoft Exchange Server. By this we can exchange OST files to outlook easily.
4. Also, There is a chance that your data will be lost or corrupted.

FAQ (Frequently Asked Questions)

Q) Is There Any File Size Limitation to Import .ost Data file into Outlook?

No, Microsoft did not mentioned any size limitation to export external data, like OST data file into Outlook.

Q) How do I configure Outlook with an existing OST file?

To configure Outlook with an existing OST file, follow these steps:

1. Open Outlook and go to File > Account Settings >.
2. Click on the “Data Files” tab.
3. Click “Add” and browse to the location of your existing OST file.
4. Select the OST file and click “Open” to add it to your profile.
5. Also, Close and reopen Outlook to access the data in the added OST file

Q) Can I open an OST file directly in Outlook? 

Yes, you can open an OST file directly in Outlook by following these steps:

1. Firstly, Open Outlook and go to File > Open > Open Outlook Data File.
2. Then, Browse to the location where you have your OST file and select it.
3. Click “Open” to open the OST file in Outlook.

Q) How do I add an existing OST file in Outlook 2016?

To add an existing OST file in Outlook 2016, follow these steps:

1. Open Outlook 2016 and go under File > Account Settings >.
2. Click on the “Data Files” tab.
3. Click “Add” and browse to the location of your existing OST file.
4. Then, Select the OST file and click “Open” to add it to your profile.
5. Close and reopen Outlook 2016 to access the data in the added OST file.

Note: Ensure that the OST file you’re trying to open or add is not currently in use by another Outlook user. Also, it’s recommended to create a backup of your OST file before making any changes to your Outlook profile.