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How to Convert OST to PST File in Outlook 2016: A Comprehensive Guide

Converting an OST (Offline Storage Table) file to a PST (Personal Storage Table) file in Outlook 2016 might seem like navigating a labyrinth at first glance. But fear not! This comprehensive guide will illuminate the path, providing you with the knowledge and practical steps needed to achieve this conversion successfully. The primary method for converting an OST to a PST file in Outlook 2016 involves exporting the data directly from the Outlook application when the associated Exchange account is active and connected. If the account is unavailable, you’ll need to use third-party conversion tools, each offering varying degrees of complexity and features. Let’s delve into the specifics.

Understanding the OST to PST Conversion Conundrum

Before we jump into the “how-to,” let’s understand the “why.” OST files are essentially local copies of your Exchange mailbox, allowing you to work offline and synchronize changes upon reconnection. PST files, on the other hand, are standalone data files used for archiving or backing up your Outlook data. Converting from OST to PST becomes necessary when:

The Exchange account is no longer active: Employees leaving a company, server migrations, or account terminations can render the OST file orphaned.
Data recovery: A corrupt Exchange server or mailbox may necessitate extracting data from the OST file to a PST.
Archiving purposes: Creating a static backup of a mailbox for long-term storage or compliance reasons.

Method 1: Exporting to PST Directly from Outlook 2016

This is the cleanest and most straightforward method, provided your Exchange account is active and connected within Outlook 2016.

Steps for Exporting OST to PST in Outlook 2016:

Open Outlook 2016: Ensure Outlook is running and connected to the Exchange server containing the OST file you wish to convert.
Go to File Menu: Click on “File” in the top left corner of the Outlook window.
Choose Open & Export: From the File menu, select “Open & Export.”
Select Import/Export: Click on “Import/Export.” This will launch the Import and Export Wizard.
Export to a File: In the Import and Export Wizard, choose “Export to a file” and click “Next.”
Select Outlook Data File (.pst): Choose “Outlook Data File (.pst)” as the file type and click “Next.”
Choose the Mailbox to Export: Select the root level of your Exchange account. This will ensure that all folders, including Inbox, Sent Items, Contacts, and Calendar, are included in the export. Important: Tick the “Include subfolders” box.
Handle Duplicate Items (Optional): Choose how you want to handle duplicate items. You can choose to “Replace duplicates with items being exported,” “Allow duplicate items to be created,” or “Do not export duplicate items.” Select the option that best suits your needs.
Browse for the Save Location: Click “Browse” to choose a location on your computer where you want to save the PST file. Give the file a descriptive name, such as “Archive.pst” or “[Your Name] Mailbox Backup.pst.”
Choose a Password (Optional): You can optionally set a password to protect the PST file. This is highly recommended if the file contains sensitive information.
Click Finish: Click “Finish” to start the export process. If you set a password, you will be prompted to enter it at this stage.

This method allows you to create a PST file containing all your data from the connected OST file, effectively converting it.

Method 2: Using Third-Party OST to PST Conversion Tools

If your Exchange account is inaccessible or orphaned, you’ll need to resort to third-party conversion tools. These tools can directly access the OST file and extract the data into a usable PST format.

Considerations When Choosing a Third-Party Tool:

Security: Opt for reputable software from established vendors to minimize the risk of malware or data breaches.
Features: Consider features such as preview functionality, selective conversion (choosing specific folders to convert), and support for encrypted OST files.
Ease of Use: Look for an intuitive interface that simplifies the conversion process, especially if you’re not technically proficient.
Cost: Free tools often have limitations or may contain unwanted software. Paid tools generally offer more features and better support.

General Steps for Using a Third-Party Tool (Example):

While specific steps vary based on the tool, here’s a general outline:

Download and Install the Tool: Download a reputable OST to PST converter and install it on your computer.
Launch the Tool: Open the application.
Browse for the OST File: Locate and select the OST file you want to convert.
Preview the Data (Optional): Many tools allow you to preview the contents of the OST file before conversion.
Select Conversion Options: Choose which folders to convert and specify a save location for the new PST file.
Start the Conversion: Initiate the conversion process.
Verify the PST File: Once the conversion is complete, open the newly created PST file in Outlook to ensure all your data has been successfully transferred.

Disclaimer: We do not endorse any specific third-party tools. Research thoroughly and choose a tool that aligns with your needs and security requirements.

Method 3: Using Archive Feature of Outlook 2016

Another less direct but still viable method involves using Outlook’s built-in archive feature. This is a good option if your goal is to create a PST file from older data that you no longer need in your active mailbox.

Steps to Archive using Outlook 2016:

Open Outlook 2016: Launch the Outlook application.
Go to File Menu: Click on “File” in the top left corner.
Click on Info: Select “Info” from the left-hand menu.
Click Tools then Clean up old items: On the right-hand side, click “Tools” and then “Clean up old items.”
Choose Archive this folder and all subfolders: Select which folder(s) you want to archive. You can choose the entire mailbox or specific folders.
Choose Archive items older than: Specify the date range for archiving. For example, you can choose to archive items older than 6 months or 1 year.
Browse for Archive File: Click “Browse” to choose a location to save the archive PST file.
Click OK: Click “OK” to start the archiving process.

Troubleshooting Common Issues

OST File is Corrupt: If the OST file is corrupt, third-party repair tools might be necessary before attempting conversion.
Outlook Won’t Open: If Outlook is not opening, ensure it is not in compatibility mode. Try running it as an administrator.
Conversion Fails: Insufficient disk space or permission issues can cause conversion failures. Check these factors and try again.

FAQs: Your Burning Questions Answered

Here are some frequently asked questions to further clarify the OST to PST conversion process.

1. Can I convert an OST to PST without Outlook?

Yes, you can use dedicated third-party OST to PST converter tools to perform the conversion without requiring an active Outlook profile.

2. Is it safe to use free OST to PST converter tools?

While some free tools are legitimate, many may contain malware or bundled software. Exercise caution and choose reputable sources or paid versions of known software.

3. How long does it take to convert an OST to PST?

The conversion time depends on the size of the OST file and the speed of your computer. Larger files naturally take longer.

4. Can I selectively convert specific folders from OST to PST?

Yes, many third-party tools offer the option to selectively convert specific folders, allowing you to exclude unnecessary data.

5. What if the OST file is password protected?

Some third-party tools support decrypting password-protected OST files if you know the password. If you’ve forgotten the password, recovering the data can be very complex.

6. Will converting OST to PST delete the original OST file?

No, the conversion process creates a copy of the data in a PST file. The original OST file remains untouched unless you manually delete it.

7. How do I open the converted PST file in Outlook 2016?

In Outlook 2016, go to File > Open & Export > Open Outlook Data File. Browse to the location of the PST file and select it.

8. Can I convert an OST file from an older version of Outlook to a PST for Outlook 2016?

Yes, the conversion process is generally compatible across different Outlook versions. The resulting PST file should work seamlessly in Outlook 2016.

9. What is the maximum size limit for a PST file in Outlook 2016?

Outlook 2016 supports large PST files, theoretically up to hundreds of gigabytes. However, for optimal performance, it’s recommended to keep PST files reasonably sized (e.g., under 50GB).

10. Is it possible to convert a corrupted OST file to PST?

Yes, but you might first need to repair the OST file using dedicated OST repair tools before attempting conversion.

11. What are the signs of a corrupted OST file?

Signs of a corrupted OST file include Outlook crashes, errors when accessing specific emails, and slow performance.

12. Are there any legal considerations when converting an OST file from a former employee’s account?

Yes, ensure you have the legal right and authorization to access and convert the data from a former employee’s OST file, complying with privacy regulations and company policies. Consult with legal counsel if you have any doubts.

Conclusion

Converting an OST file to PST in Outlook 2016 might initially appear daunting, but with the right knowledge and approach, it becomes a manageable task. Whether you leverage Outlook’s built-in export feature or opt for a specialized third-party tool, understanding the nuances of the process is key. Remember to prioritize data security, choose reputable software, and always back up your data before initiating any conversion process. Now, armed with this comprehensive guide, you can confidently tackle your OST to PST conversion needs!