Why is it Necessary to Convert OST to PST in MS Outlook?

Microsoft Outlook is one of the most popular email clients, especially in the corporate networks with Exchange Server. It supports two primary file formats: OST and PST are the two well-known offline storage tables. It is therefore important to learn about these two formats and the reason why OST needs to be converted to PST. The following article aims at discussing the need to Convert OST to PST in MS Outlook.

OST and PST Files are most commonly associated with Microsoft Outlook, which is one of the most popular email clients in the world.

OST Files: OST files are offline storage files through which a user can manipulate emails and other files in the mailbox without necessarily having to connect to the Exchange Server. This offline mode is rather handy in situations when it is not possible to have a stable internet connection. When connected it is updated and if any changes are made then they are sent to the server.

PST Files: PST files on the other hand are personal data files which are used to store copies of emails, calendar events, contacts among others on the local computer. In contrast to OST files, PST files are easily to transfer, share, and import into other Outlook profiles or different versions of Outlook.

ALSO READ: Methods to Convert OST to PST (With or Without Outlook)

Why to Convert OST to PST

1. Data Backup: Handling Corrupted OST Files

Converting OST to PST is often essential for data recovery, particularly when OST files are compromised. OST files are susceptible to corruption due to power outages, unexpected system shutdowns, virus infections, or software malfunctions. If an OST file becomes corrupted, Outlook may fail to open it, hindering users' access to their emails.

2. How to check emails if there is no connection with the Exchange Server?

OST files are somewhat connected with the Outlook profile and the associated Exchange Server only. Inability to access the Exchange Server or when the user’s account is removed from the server, the OST file is left stranded. In such circumstances, the OST file can be converted to PST format that allows the users to work on their emails without connecting to the Exchange Server.

3. Converting Emails to a New System or Profile

If the user switches to a new system or changes the Outlook profile, he/she might have to copy the emails and other mailbox items. OST files are dependent on the profiles and servers and therefore cannot be dragged and dropped into a new profile. In case a user wants to switch over to the new Outlook profile, the OST to PST process makes it possible to import all data to the new profile.

4. Backing Up Important Data

It is crucial to back up the mailbox items including emails for data security purposes. OST files are good for offline usage but they cannot be used for archiving as they are linked with the Exchange Server. The process of converting OST files to PST enables users to create single backups that can be stored safely and retrieved easily without the need to be connected to the server.

5. Compliance and Legal Requirements

At times, the organizations must preserve and store the emails for compliance and legal reasons. Since PST files are compact and easily transportable, they are considered ideal for archiving as one can easily store, transfer or search them. It also helps in the transition of OST files to PST so that emails that are relevant to legal cases and regulatory compliance are stored in a format that is acceptable by the courts.

6. Enabling Transfer of Emails between Different Platforms

If a user wants to migrate the emails from one email client to the other (for example, from Outlook to Thunderbird or any other client), then it is required to export the OST to PST file format. PST files are more compatible and can be exported to other platforms; this makes it easier to transfer emails from one client to another.

7. Managing Storage Space

At times, OST files can be converted to PST in order to cope with the issue of storage space. OST files may become very huge in size and may occupy a lot of disk space on the user’s system. This is because the OST files can be converted and then stored as PST so that the users do not have to delete the emails and other data that they need.

8. Repairing Synchronization Issues

OST files are developed to work in conjunction with the Exchange Server, but in some cases, synchronization problems can arise, and there may be differences between the local copy of the mailbox and the server copy. These problems can be solved by converting OST to PST as it creates a new PST file that can be later imported back into Outlook so that all the data is in correct synchronization.

Conclusion

There are various real-life situations, which require OST to PST conversion in MS Outlook, including data migration, backup, and compliance purposes. Knowing these reasons enhances the ability of the users and the IT administrators in making the right decisions regarding Outlook’s email data. Thus, OST files are more convenient to work with when it comes to offline access while PST files are flexible, portable, and easily accessible in the long run. Hence, the ability to perform OST to PST conversion is pivotal for anyone who uses or intends to use Microsoft Outlook in their day to day activities.