Learn How to Make a Backup of the Offline OST Files for the Accounts
An OST is a data file created by Microsoft Outlook that stores a local copy of your mailbox data from an Exchange, Microsoft 365 or Outlook.com account. It enables users to access their emails, calendars, contacts and other mailbox items when they’re not connected to the internet. Once reconnected, it will automatically synchronize with the server to reflect changes on the server as made offline. However, OST files are non-portable and more prone to corruption. Thus, it’s crucial to backup OST manually and use OST to PST Converter to easily make a backup of the offline OST files for the accounts.
Difference Between OST and PST Files
| Feature | OST File | PST File |
| Function | Stores a synchronized copy of the mailbox server | Used for backup or archives |
| Network Dependency | Require email account linked to a server | Can be opened automatically in Outlook |
| File Creation | Automatically created by Outlook | Manually created by the server |
| Sync with Mail Server | Yes | No |
| Use Case | Offline Work for Exchange or IMAP Accounts | Manual backup, archiving or moving data |
Why Does Outlook Use OST Files?
Outlook OST files allow users to access mailbox data such as emails, contacts and calendar without connectivity. It’s too useful for those users who travel frequently or have limited connectivity. With an OST file, users can work offline and modify OST data like drafting emails or updating calendar events and it will reflect changes on the server when internet connection is restored.
Why Should You Backup the Offline OST File?
- OST files are more prone to corruption due to unexpected closures, system crashes or malware attacks. A backup helps you to restore data when files get damaged or corrupted.
- If emails, contacts or calendar entries are mistakenly deleted and not recoverable from the server (or beyond retention limits), a backup of the OST files can help to restore lost information.
- In environments using Exchange or Microsoft 365 server issues can result in temporary or permanent unavailability of mailbox data. A backup of the OST file can serve as a contingency during such downtimes.
- When switching Outlook profiles to another PC, backup of the OST file is crucial and needs to be exported in PST file to simplify the migration process and preserve data continuity.
- OST files cannot be directly imported into Outlook as you must be needed to convert OST to PST. Without backup or conversion, mailbox recovery becomes difficult if access to the original Outlook profile or server is lost.
Can You Directly Backup an OST File in Outlook?
Technically, you cannot directly backup an OST file in Outlook itself. The OST file is designed as a cache copy of mailbox data, not as a permanent or portable backup file. Outlook doesn’t offer any native feature to export or copy an OST file directly for backup purposes.
Even if you manually locate and copy an OST file, It cannot be directly opened or transferred to an Outlook profile or another system. That’s because OST files are encrypted and linked to a specific Outlook account. Attempting to open a copied OST file in another environment will usually fail unless special tools are used to convert it.
Instead of copying the OST file, Microsoft recommends exporting mailbox data to a PST file which is portable, accessible and designed for backups.
Methods to Backup Offline OST File in Outlook
Since you cannot directly use an OST file as a backup there are several reliable methods to backup Offline OST files in Outlook by exporting the data to a PST format, typically PST format. Below are the most effective approaches:
Method 1. Export Mailbox to PST via Outlook Import/Export Tool
- Open Outlook and navigate to File.
- Click on open and export and press on Import/Export.
- Choose Export to a file and click on Next button.
- Browse Outlook data file and click on Next to proceed.
- Choose mailbox folders as you want to export.
- Browse location and click on finish to start export.
Method 2. Use Outlook Archive Feature
- Go to file and click on Options.
- Hit on Advanced and choose Auto Archive Settings.
- Set the Archive Frequency and file location.
- Enable AutoArchive for selected folders.
Method 3. Manually Copy OST File (When Outlook is Offline)
- Close Outlook automatically.
- Go to : C:\Users\\AppData\Local\Microsoft\Outlook
- Copy OST file location to a backup location.
Alternative Method to Backup of the Offline OST Files for the Accounts
If you want to backup your Offline OST files for the accounts then we recommend you to opt Mailsware OST Converter as this software is completely reliable for backup and export in PST file to easily access on any Outlook profile without depending on any specific Outlook account. It is also helpful before discontinuing from Outlook as you can easily import OST to Outlook with this solution.
Steps to Make a Backup of The Offline OST File
- Download and run automated software on your system.
- Check on convert Outlook configured mailbox data.
- Then, Select mailbox folders or subfolders as you want to export.
- Now, Choose the PST file in the list of Saving options.
- After that, Browse destination and select advanced filter.
- Finally, Select PST file size and press Next to start export in PST file.
Benchmark attributes of of Recommended Software
- It allows you to convert OST to CSV, EML, PST, HTML, PDF and 30+ Saving features.
- This software has been specially created with a simple initiative interface to easily perform by any professionals or individual users.
- You can also extract email addresses and extract contacts from the OST file.
- With this wizard, you can also use filter options such as date range, Create PST year wise, from, to, subject. Exclude folders, organizer, root folder, exclude empty folder, use Microsoft graphs and many more.
- This software also helps you to import OST to Gmail, Thunderbird, Outlook.com, Yahoo and all IMAP Supported email platforms.
Popular Questions
Do OST files need to be Backed up?
OST files don’t usually need backup since they are with the server. However, if you have unsynced data or are migrating systems, it’s wise to backup by exporting in a PST file to avoid data loss during corruption or account issues.
How to Backup Outlook Offline?
To backup Outlook offline, export your mailbox to a PST file using Outlook import/export feature. Go to File then open and export and click on Import/Export and select Export to a file. Choose your data and save it as an Outlook data file.
What is OST in Backup?
An OST(Offline Storage Table) file stores a local copy of Outlook mailbox data, allowing offline access. In backup terms, OST isn’t directly used, instead data is exported to a PST file which can be restored or moved between systems for data recovery or migration.
Final Analysis
In this guide, we have learned how to make a backup of the Offline OST files for the Accounts by manually and automated approach. A manual approach is reliable when you have configured an OST file in Outlook. Otherwise, we recommend you to choose automated software as it is completely reliable to restore and convert orphan, inaccessible, corrupted, dismounted OST file and expert verified choice for backup OST file.
