Common Problems When Converting OST to PST and How to Fix Them

 

Converting Outlook OST (Offline Storage Table) files to PST (Personal Storage Table) format is a universal requirement among users who wish to back up, restore, or migrate mailbox data. Nevertheless, the OST to PST conversion process can be made challenging by numerous technical problems. This article discusses the most prevalent issues users encounter during the conversion and provides real-world solutions to overcome them.

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1. Inaccessible or Orphaned OST Files

Problem:

OST files become orphaned when the original Outlook profile or Exchange account is deleted or unavailable. This may occur because of account deactivation, accidental deletion, or server crashes. If this situation arises, it becomes difficult to access or convert the OST file.

Fix

Use a trusty third-party OST to PST converter that supports orphaned OST files. Professional tools, unlike manual procedures, do not need access to the original profile or Exchange server and can recover entire data consisting of emails, contacts, calendar items, and attachments.

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2. Oversized OST File

Problem:

Older Outlook versions (like Outlook 2007 and earlier) have size limitations—typically 2GB for ANSI and 20GB for Unicode OST files. When an OST file exceeds these limits, it may become corrupt or fail to convert properly.

Fix:

Before initiating conversion, reduce the OST file size. This can be done by:

•         Deleting unnecessary emails and emptying the "Deleted Items" folder.

•         Using Outlook’s built-in Mailbox Cleanup tool.

•         Compacting the OST file from Outlook’s Data File Settings.

Once minimized, use an OST file conversion tool that can handle large OST files safely to convert them into PST format.

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3. Corrupted OST Files

Problem:

OST files might become corrupted because of sudden shutdowns, virus attacks, or hard disk bad sectors. A corrupted file might lead to failure in the conversion or recovery of incomplete data.

Fix:

Run the Inbox Repair Tool (ScanOST.exe) if it exists (for earlier Outlook versions). Microsoft has, however, deprecated this tool, and so the superior option is to use an OST to PST converter that provides in-built repair capabilities. Such tools can recover and scan corrupt OST files before conversion to PST.

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4. Outlook Not Installed or Incompatible Version

Issue:

Certain manual OST to PST conversion processes need Outlook to be installed and set up. If Outlook does not exist or the version installed is not compatible with the OST file format, the conversion is not possible.

Fix:

Either install the proper version of Outlook or employ a standalone OST to PST conversion tool that does not depend on Outlook. Such tools support the conversion even if Outlook does not exist on the system.

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5. Time-Consuming Manual Process

Problem:

Manual processes like working with Import/Export or dragging folders from OST to PST are time-consuming when dealing with large mailboxes. There's also the likelihood of loss of data or partial export, especially for nested folders and calendar items.

Choose an automated OST to PST converter tool that performs the job efficiently and safely. Such tools retain folder structure, save metadata, and export all mailbox elements at once, minimizing the chances of error.

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6. Data Integrity Issues

Issue:

Data integrity gets affected while manual conversion or subpar tools are used. This leads to truncated headers, damaged email formatting, or missing attachments.

Solution:

Make sure the converter you use has data preview, selective convert, and preserve the original structure features. A good tool will convert all email fields (To, From, CC, BCC, Subject) without modifying the information.

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7. Security and Privacy Issues

Issue:

Free or web-based conversion tools tend to have security and privacy issues concerning mailbox data. Sensitive information may be compromised when data is uploaded to non-trusted platforms.

Solution:

Select an offline desktop-based OST to PST converter from a trusted vendor. These applications convert the data locally on your system such that sensitive information doesn't exit your machine.

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Conclusion

While the process of OST to PST conversion is an unavoidable task for most Outlook users, it is not without its challenges. From too large or inaccessible OST files to corrupted data and compatibility problems, users can encounter some obstacles. But with the proper approach and tools, these issues can be efficiently addressed.

Investing in a powerful OST to PST conversion tool makes the process easy while ensuring end-to-end data recovery with little risk involved. Always opt for tools that are easy to use, support batch conversion, and offer technical support when necessary. With meticulous planning and the right tools, OST to PST conversion can be seamless and successful.