Microsoft Outlook is the most common email client among user who work. Have you ever wondered what makes this app so strong? The solution to this question is in the file formats it uses: OST and PST files. Both of these file types are in charge of managing the data in the mailbox.

OST files are Offline Storage Tables.
PST files are Personal Storage Tables.

OST files that are heavily encrypted are safer and can only be read from the linked profile. PST files, on the other hand, are portable and may be accessed from multiple profiles and environments.

There are a number of reasons why Outlook users need to change OST files to PST files. Some of these causes include that the server is down, the OST backup needs to be made, or the .ost file is corrupt. The user can't open a .ost file from a different profile or environment because of the MAPIEntryID GUID. And yes, the user needs to change the .OST file into .PST format before they can get to the mailbox data.

There is no add-in for Outlook that can do this kind of conversion directly. But Outlook has built-in tools that can do this job. Some of these features are the Import/Export Wizard, Archiving, and Drag & Drop. There are also some problems with each of these strategies.

First, they don't work if the OST file is lost or can't be accessed. Second, these methods always carry the danger of losing data. In this article, we'll talk about the easiest techniques to change OST files to PST format without losing any data in Outlook. We will also talk about an OST to PST converter program in addition to this.

Why Do You Need to Change OST to PST?

Many people who use Outlook want to know why they need to "convert OST to PST." There are a number of explanations for this change. Here are some of the most convincing reasons:

• Problems When the Exchange Server crashes or is being worked on, the .ost file must be changed to .pst format.
• System Migration: If an employee changes jobs and the IT admin has to move the mailbox data from one system to another, they can do so by changing an OST file to a PST file.
• File Corruption: If the data file (.ost) gets corrupted and the user can't get to it, they can't get to Outlook. The conversion is necessary to get to mailbox data.
• We talked about how OST files only work with Exchange and Outlook. If you want to switch to a different email client, If the user is switching to a client that doesn't support the OST, the conversion is necessary.

4 Ways to Convert OST to PST

We talked about how Microsoft doesn't have any tools for this job. Instead, this email client has certain features that do the same thing. Below are some of them:

Using the Import/Export Wizard is the first method.
Log in to the Exchange profile that made the OST file. Next, do the following:

• Open Files
• Click on the Open & Export tab
• Then click on Export and Import.
• A box for discussion will pop up. Choose the Export to a File option. To move on, click Next.
• Choose the Outlook Data File (.pst) option. Then click "Next."
• Choose the folder and sub-folder you want to use.
• Choose where to save the file.
• To avoid duplicate content, choose "Replace duplicates with items exported."
• Give your PST file a name.
• To finish the process, click the Finish tab.

Method 2: Use The Archiving Method to Change

This manual method makes the contents of the OST mailbox shift to a PST file on a regular basis. The tutorial with steps is listed below:

• After you open the MS Outlook program.
• Click on the menu for files.
• Click on the Archive tab.
• You will see a screen.
• Now choose the file or folder that you want to save.
• Give a place to save the file that has been archived.
• Press Finish

Method 3: Move Mailbox Items by Dragging and Dropping Them

It's easy to do. The user needs to make a blank PST file initially. Next, they should drag and drop the mailbox data file they chose from the OST file folder to the PST file folder. This method works best for single email messages, so keep that in mind. This procedure is not a good way to convert all of your mailboxes. This method also won't work for .ost files that are orphaned or can't be accessed.

The Manual Approaches Have Some Drawbacks:

• Using manual procedures can take a long time.
• Manual methods may require some technical know-how.
• There is always a chance of losing important data while using these procedures.
• If the OST file is broken or can't be accessed, these manual approaches might not work.

Method 4: Using a Tool to Convert OST files to PST files

Using a third-party converter tool is the best way to convert OST to PST files. These programs are easy to use and can keep the folder structure the same when you convert. Many IT managers and MVPs use GainTools OST to PST Converter, which is a popular choice. This program uses complex algorithms and works with Outlook 2003, 2007, 2010, 2013, 2016, 2019, 2021, and 365. It can even change OST files that are orphaned or can't be accessed into PST files. You may also choose the Technician Edition to import an OST file straight into Office 365 and Microsoft Exchange.

In Conclusion

While Outlook doesn’t provide direct .ost to .pst conversion tools or add-ins, there are built-in features that can help when you need to convert an OST file to PST format. There are manual ways to do things like Import/Export Wizard, Archiving, and Drag & Drop, but these take a lot of time and could damage the data. Third-party tools like the Converter for OST offer a more efficient and reliable solution, preserving the original file structure during conversion.

Also Read:  Fix Encrypted or Inaccessible OST Files - Top 3 Solutions