Backup is essential for data protection. When it comes to Outlook emails, creating a backup ensures that you can recover data if the Outlook data file, such as OST (Offline Storage Table), becomes inaccessible or damaged.
This can happen due to various factors, including system crashes, abrupt shutdowns, hardware or software issues, or malware attacks.
In such situations, you can restore the OST file from a backup. To back up the OST file or its content, you can either copy the file to a different location or export mailbox items, such as emails, contacts, and attachments, from the OST file to PST format using the Outlook Import/Export wizard.
What is an OST File?
An OST (Offline Storage Table) file is a data file created by Microsoft Outlook to store a synchronized copy of mailbox information from a Microsoft Exchange server or Office 365 account. It enables users to access their emails, calendars, contacts, and other mailbox data offline, even when they are not connected to the internet or the server. When the user reconnects to the server, any changes made offline, such as sending emails or updating calendar events, are automatically synchronized with the server
Manual Methods to Backup OST File
We’ll discuss the best effective methods to back up OST files in Outlook versions 2019, 2016, 2013, 2010, and 2007.
Method 1: Copy the OST File to a Safer Location
The easiest way to take backup of an OST file is to copy the file from its default location to your backup drive. Refer to our guide to find the OST file location for backup.
Although one cannot access, import, or open OST files in another Outlook profile, you can use a third-party tool, such as Stellar Converter for OST, to access, open, or export emails from your backup OST file to Outlook importable PST file at any time.
You can also search and restore specific emails from OST file backup to other multiple formats, such as MSG, EML, RTF, HTML, or PDF and view them using applications, like a web browser. Thus, you don’t need to restore the entire mailbox from the OST file.
You can also use the software to import the emails from OST file backup directly into Office 365 or live Exchange server.
Method 2: Export Mailbox Items to PST via Outlook Import Export Wizard
When the Outlook profile is active and the OST file is in sync with the Exchange server, you can export the mailbox items from the Outlook OST to PST format via Import/Export wizard.
Below are the steps for different Outlook versions:
Steps to Take Backup from Outlook 2013/2016/2019/2021:
Follow the below-shared steps to take a backup of your OST file Outlook 2013, 2016, 2019, and 2021:
- Navigate to File > Open & Export and click on Import/Export option.
2, Select Export to a file from the options and then click on the Next button.
3. Select ‘Outlook Data File (.pst)’ and click ‘Next’
4. Select the desired email folders or profile that you want to back up and check the Include Subfolders checkbox. Then click Next to proceed.
5. Click on the Browse button to select a location and choose the “Replace duplicate with items exported” checkbox. Click Next to proceed.
6. Enter a password when prompted. You may also click OK without entering the password to start the OST file backup to a PST file.
Steps to Take Backup from OST Fie in Outlook 2007:
To take a backup of your OST files in Outlook 2007, follow these steps:
- Navigate to File and click Import and Export….
2. Choose ‘Export to a file’ and click Next.
3. Choose the Personal Folder File (.pst) option and click Next.
4. Select the folder you want to backup, check ‘Include subfolders,’ and click ‘Next.’
5. Click ‘Browse’ to choose a save location and then click ‘Finish.’
6. Enter the file name and password (if you want to password-protect the OST file backup) and click ‘OK.’
Steps to Take Backup of Outlook 2010 OST File:
To back up your OST file in Outlook 2010 version, follow the below-shared steps:
- In Outlook 2010, go to File and click Open > Import.
2. Click ‘Export to a file’ and click ‘Next.’
3. Select Outlook Data File (.pst) from the wizard options and click ‘Next.’
4. Select the email folders you want to backup, click ‘Include subfolders’, and click ‘Next.’
5. Click ‘Browse’ to choose a save location and click ‘Finish.’
Limitation of Manual Methods for Backing Up OST Files
While the manual methods described above are effective for creating backups of OST files, they come with certain limitations:
- Dependency on Active Outlook Profiles
- Limited Functionality
- No Automated Backup Option
- Risk of Data Corruption
- Password-Protection Confusion
- No Recovery for Deleted or Corrupted Items
Professional Way to Take Backup of OST File
One of the best solutions for backing up OST files is Stellar Converter for OST (Technician Edition). This powerful software allows you to back up multiple OST files simultaneously using its Batch Conversion feature. It enables you to add multiple OST files and convert them into corresponding PST files for seamless backup.
If your OST file is inactive or your Outlook profile is disabled or deleted from the Exchange server, the Outlook Import/Export Wizard will not work. An inactive OST file enters an orphaned state, making it inaccessible. In such cases, Stellar Converter for OST comes to the rescue. It can back up emails from inaccessible, encrypted, or orphaned OST files and save them in PST or other desired formats.
A standout feature of this software is its ability to handle large OST files with ease, ensuring 100% integrity and precision during the backup process.
Conclusion
After reading this blog, you should now be equipped with reliable methods to back up your OST file. You can choose between manual techniques and a professional tool like Stellar Converter for OST. While manual methods are available, they come with limitations such as dependency on active profiles and the risk of data loss. Therefore, opting for a professional solution is highly recommended for a faster, safer, and more efficient backup process.
You can download the free demo version to evaluate the software. The free version provides you detailed preview and lets you explore all options. Once satisfied, you can activate the software and backup all your OST files.
