In a way, OST files are themselves a backup of the data stored in Outlook that can be accessed overtime if required. But there can be situations where having a backup of OST files can be beneficial for the user. OST files are connected to the Exchange Server and whenever the server is updated during the establishment of connection it creates a new OST file. It is important to understand that we don’t need to keep all of the OST files in our system as it will create a shortage of space in the system. Therefore there is no need to take a backup of all the OST files present in your system.
Need to take back up of OST files
To understand why there is a need to have a backup of backed up data here are some points to pay attention to:
- It will be shown on the OST file if there is any OST synchronization issue such as data deletion.
- Due to complex settings and authentications of configuring an Exchange account in Outlook, it is better to take back up OST files for data security and accessibility.
- In some cases, corrupt OST files due to many reasons such as the sudden shutdown of the system, malware, hardware and software issues, etc. can affect the work.
- If the exchange server is not available.
- Moving Outlook mailbox from one system to another.
Methods to Backup OST Files
There is more than one method to backup OST files. There are manual methods and you can also use third-party tools to help you out in the process.
Method 1: OST to PST
In this method, you need to create a new PST file in your Outlook application and then wait for the connection to be made between Outlook and Exchange servers. Once the connection is made you can transfer the data from the OST file to the PST file and use it in Outlook to view data. Although this method is easy it lacks the capacity of transferring bulk data at once.
Method 2: Use Import/Export feature for Backup
This method lets you convert OST files to PST using the Export feature. It also requires a connection between the Exchange server and the OST file.
- In the Outlook application go to File> Open & Export> Import/Export (for 2013 or above versions).
- Click on the Export to a file option in the Import and Export wizard and click Next to proceed.
- In the appeared wizard, select Outlook Data File (.PST) and click Next.
- In the Export Outlook Data File box, select the folder where the file is saved and tick the box against Include Subfolders.
- Now you can select a location using the Browse button to save the file.
- Once the process is completed you can see the OST file is backed up to PST file on your system.
Method 3: Use Archive feature to Archive OST
- In Outlook application go to the File menu, and in Cleanup Tools select the Archive option.
- In the appeared dialogue box, select Archive this folder and all subfolders option, root folder of your OST file and add date range and check the box if need be before going to the Browse button. Select a path to save the PST file and click OK.
- After the process is completed the file will be saved at your specified location in your computer system.
Method 4: Using third-party tools
The above-mentioned methods are all manual and can be performed following these steps. However, there are third-party tools that can be helpful and allow anyone to use them to back up the OST files. The OST to PST tool allows you to backup data even from orphaned or damaged OST files, supports the bulk transfer of data, and can save in multiple file formats as preferred by the user.
Backing up the OST files can be necessary for many reasons as discussed above. There is more than one method to perform the task. If none of the methods is suiting you we recommend you to use third-party Best OST to PST tools to ease your work and save time.