How to find the location of OST file?

March 16th, 2017

Microsoft Exchange Server in conjunction with MS Outlook is responsible for email communication in most of the large organizations. One advantage of this server-client model is that it lets users work even when the server connectivity is not there. And MS Outlook, the email client of Exchange, uses OST files to facilitate offline working (working in Cached Exchange Mode).

The idea behind offline working is simple. While using an Exchange account, Outlook keeps a local copy of the Exchange user mailbox. Users can work on this local mailbox and can synchronize the offline mailbox with the Exchange mailbox when Exchange is available.

But where is the OST file located? Its location is different in different versions of Outlook. The steps given here will help to find the location of OST file.

Steps to view OST file data in MS Outlook 97 to 2003:

Step 1 → Open the Outlook application.
Step 2 → Go to Tools menu and select Email Accounts option.
Step 3 → Choose the MS Exchange email account, whose files you want to view.
Step 4 → Click the View button in order to proceed.
Step 5 → Select the MS Exchange Server button and consequently click Change button.
Step 6 → A new dialog box will appear on screen. Choose the More Settings option.
Step 7 → Another dialog box will appear. Click on the Advanced tab.
Step 8 → Select the Offline Folder File Settings option to view the location of your OST file.
Step 9 → Open Search bar from the Start menu and copy your OST file path or browse it manually.

Steps to view OST file data in MS Outlook 2007:

Step 1 → Access Outlook application.
Step 2 → Open Tools menu and click on Account Settings option.
Step 3 → Select the Email account, whose OST files you want to view.
Step 4 → Click on Microsoft Exchange Server button and select Change option.
Step 5 → A new dialog box will appear to change Email account, click on More Settings.
Step 6 → Click on the Advanced tab and then on Offline File Folder Settings option.
Step 7 → A dialog box will appear with OST file location on screen.
Step 8 → Copy the OST file path in Search bar or browse it manually.

Steps to view OST file data in MS Outlook 2010 and later versions:

Step 1 → Open MS Outlook application.
Step 2 → Access the File tab, and click on Accounts Settings button.
Step 3 → Select the Accounts Settings option from the menu.
Step 4 → A new dialog box will appear on screen. Click on Microsoft Exchange Server.
Step 5 → Now, select the Change button and then on More Settings.
Step 6 → A dialog box will flash on the screen. Click on Advanced tab.
Step 7 → Select Offline Folder File Settings option and dialog box with OST file location will flash on screen.
Step 8 → Copy and Paste the OST file location path in Search bar or open it manually.

Default location of OST file in different Windows Operating System’s versions:

Windows OS Version Default OST File Location
Windows XP drive:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook
Windows 7 & Vista drive:\Users\< Username >\AppData\Local\Microsoft\Outlook
Windows 8 & 8.1 drive:\Users\< Username >\AppData\Local\Microsoft\Outlook
Windows 10 drive:\Users\< Username >\AppData\Local\Microsoft\Outlook

Ways to export Exchange mailboxes to Outlook Data File (PST)

February 24th, 2017

Facility to export user mailboxes to PST is a primary requirement for Exchange administrators in many organizations irrespective of the size of the organization and the nature its business. Most of the time, they want to back up their mailboxes, mainly for legal and compliance requirements. And it is easy to move PST files from one device to another. Also, EDB to PST conversion can help them in recovering mailboxes from corrupt EDB files. Many recovery tools employ this strategy for recovering Exchange data. And Exchange has inbuilt facilities to export data to PST, though they vary in different versions.

The need for EDB to PST export

  • Compliance requirements – Emails and other mailbox data can be exported to a PST file for legal and compliance related requirements
  • Mailbox backup – Backing up individual mailboxes as PST is easier than creating backups for the entire database (using backup utilities)
  • Mailbox recovery – Mailboxes can be recovered from corrupt EDB files by converting them to PST (third-party tools required)

EDB to PST Conversion options

The extraction mailboxes to PST from EDB can be done with Microsoft utilities. Here, we will discuss ExMerge and the New-MailboxExportRequest cmdlet.

  • ExMerge

ExMerge (Microsoft Exchange Mailbox Merge Wizard) is no longer relevant (as it was a tool for the earlier versions of Exchange). However, it is with this tool the Exchange administrators learned the practical advantages of exporting mailboxes to PST. Microsoft provided this tool for free download, and Exchange administrators used it extensively. Here is how it helped them to export Exchange mailboxes to PST:

Before starting, make sure you have downloaded ExMerge and configured it properly. Also, you must have the required permissions (Receive As/Send As) on the database. A service account is the best option to use ExMerge.

  1. Launch ExMerge from C:\Program Files\Exchsrvr\bin folder. Click Next on the Welcome screen.

  1. Choose Extract or Import (Two Step Procedure) in the Procedure Selection screen and click Next.
  2. Select Step 1: Extract data from an Exchange Server Mailbox and click Next in Two Step Procedure screen.
  3. Provide the login credentials and click Next in Source Server screen.
  4. Select the required mailboxes in the Mailbox Selection screen and click Next.
  5. Select the Locale (the one Exchange Server is using) and click Next in Locale Selection screen.
  6. Click Change Folder button and choose the desired location (folder) where you wish to save the extracted PST files. Click OK. Then click Next,
  7. To save the current settings, click Save Settings (optional step). Click Next.
  8. The progress will be displayed on the Process Status screen. When it is complete, click Finish.

Now you can go back to the selected folder to view the PST files there. And these PST files can be accessed using MS Outlook.

  • New-MailboxExportRequest

The newer versions of Exchange use Shell cmdlets to perform the PST export operation (of course, the latest versions have GUI option too). And the PST files can be exported to any network share folder Exchange has access to. Here is how you can do this in Exchange 2013 (any user assigned to Mailbox Import Export role can perform this action):

To export mailboxes to PST, execute the following cmdlets in Exchange Management Shell:

New-MailboxExportRequest -FilePath -Mailbox

If you want to export an archive mailbox, use the same cmdlets with –IsArchive switch.

Note: If you are unable to connect to the PST file (with an error statement), verify that you have the required permissions to export to PST file.

Do you need to look beyond native options for exporting mailboxes to PST?

There are many occasions when administrators have to look beyond native options for converting EDB to PST. Though content filtering and multiple mailbox migration can be done with the Shell cmdlets, the procedure is not simple as in many professional Exchange recovery tools like Kernel for Exchange Server. And when the Exchange database is corrupt, recovery tools help to convert EDB files to PST format so as to restore the inaccessible mailboxes. Moreover, accomplishing the export task from a friendly interface is preferred even by technically brilliant Exchange administrators.

What to Do If Inbox Repair Tool Is Not Responding?

February 6th, 2017

Microsoft Outlook might be a secure and stable emailing platform, but still the data files (PST) are not immune to corruption and other issues. As Personal Storage Table (PST files) holds important emails and other items, it becomes necessary to repair them immediately. Though the Inbox Repair Tool (scanpst.exe) is available as an immediate solution to many PST issues, it certainly is not a foolproof solution.

Scenarios where the Inbox repair tool may fail to repair corrupt PST

The Scanpst.exe is ideal for fixing minor corruption problems such as Header corruption. However, this inbuilt tool has many limitations.

  • Unable to repair very large PST files easily.
  • Unable to repair severely corrupt PST files.
  • Cannot fix critical error messages, such as: “Unknown error “80040801”.
  • Unable to retrieve deleted Outlook emails (both intentional or accidental).
  • Consumes a lot time to repair the affected PST file.
  • May fail to identify some corruption issues.

In some occasions, the Inbox Repair tool may send an error message like:

“Internal errors were found in this file. They must be repaired for this file to work correctly.”

What to do if the Inbox Repair Tool fails to fix PST issues?

Scenario I: When PST File Can Be Opened in Outlook

If you can open the PST file, you should try to copy the data from damaged PST file to a newly-created PST file. You can open the PST file in Outlook from its File tab. If the file opens, create a new PST file and copy the data to it by following the steps below.

Steps to create new PST file:

In Outlook 2007 and prior versions

  • Launch MS Outlook >> Go to “File” tab >> click “New” >> click “Outlook Data File…”

In Microsoft Outlook 2010 Version

  1. Launch MS Outlook application.
  2. Under Home tab, select “New Items” click “More Items” again click “Outlook Data File”
  3. Now, select the ‘Copy Folder’ option to copy the data from the corrupt PST file to newly-created PST File.

Note: Once the data is fully copied, you must set the recently created data file as the default data file for Outlook. This can be done as:

In Microsoft Outlook 2003 Version

  1. Launch Microsoft Outlook program
  2. Go to “Tools”, then select “Email Accounts…” and click “Next” button.
  3. Choose the new Outlook data file, under the drop down list featuring “Deliver new e-mail to the following location:”. Click the “Finish” button to save the changes.
  4. Restart Microsoft Outlook program.

In Microsoft Outlook 2007 Version

  1. Launch Microsoft Outlook program
  2. Go to the “File” tab and choose “Data File Management…”.
  3. Choose new Outlook data file and select “Set as Default” and hit the “Close” button to apply the changes.
  4. Restart your MS Outlook program to implement the changes safely.

In Microsoft Outlook 2013 and 2016 Versions

  1. Launch Microsoft Outlook program
  2. Select the “File” tab and then click Info and then select “Account Settings”
  3. Select the recently-created Outlook data file, from “Data Files” tab and click “Set as Default” button and again click “Close” button to implement the changes.
  4. Restart MS Outlook to open the program with updated changes.

Now remove the damaged PST file from Outlook (right-click the root folder and select Close “folder name”).

Scenario II: When PST file Cannot Be Opened in Outlook

If you are unable to open the PST file in Outlook, you can use your backups to get back your emails. For this, go to ‘File’ tab and click ‘Open’ option and then select ‘Open Outlook Data File’ to access your Outlook backup. However, if you do not have backups, you should try a reliable third-party PST recovery tool to retrieve your data from corrupt PST files. Tools like Kernel for Outlook PST Repair are very efficient in dealing with all PST related issues.

How to get back your Exchange data after an Exchange Server crash?

January 27th, 2017

If you have ever encountered an Exchange Server crash, then one thing you might have probably understood by now is that restoring the lost data is not a piece of cake.

The efforts involved in restoring Exchange database is directly proportional to why, and how badly, the Exchange Server has crashed. However, in most of the cases the Exchange Server fails due to hard-disk failure or other similar kind of disaster from multiple system failures, or power outage. The below-discussed recovery technique is offered, while considering that your Exchange Server components are functioning well, and only the database has gone through a hard disk failure crash.

In Microsoft Exchange Server, one should not get confused the term recovery with restore. ‘Recovery’ is the process of replaying transactions logs into the restored database, whereas ‘Restore’ is the process of storing database and log files, at the exact place on to the server.

As we know that Exchange comprises three databases, which are Priv.edb, pub.edb and dir.edb, and all of these use Jet database format. However, recovering Exchange database is a little tricky and complicated job, because the EDB files are likely susceptible to corruption. Generally, the corruption issue begins with a small database glitch, which may not highlight at first, until you halt and attempt to restart the Exchange services. When you do so, it comes into notice that Exchange service doesn’t start.

Restore Techniques: There are two techniques to restore your inaccessible data after the Exchange crash.

  • Online Restore
  • Offline Restore

Online Restore

The online restore is one of the effective solutions that should be implemented in a situation of Exchange crash. However, the proper technique for conducting an online restore depends upon the backup tools that you are using. Though, the process is easy as choosing the required database that you wish to restore from the tape. Once you have done that, the backup tool will start verifying that if there is any Exchange service controlling the running databases. If any, then the backup tool will halt that service. Once the restore operation is done, then the user has to manually restart the Exchange services.

Offline Restore

An offline restore operation is a more complex task than online restore. Before proceeding towards the offline restore procedure, specifically ensure that the Exchange services are stopped and no longer in use. After the full assurance that they are stopped, then start copying the database files to the respective directories. Now initiate the directory service and when it starts, then it indicates that it has recovered empty user mailboxes. To progress further, you have to recover Information Store.

It is very essential that Information Store should match the directory service. In order to make this happen, you have to simply place the pub.edb and priv.edb files in the correct directory. Now you can safely start the information store and MTA. If the store has started, then you have successfully restore the Exchange database. However, if the store fails to start, you have to synchronize it.

To start Information store, simply go to \EXCHSRVR\BIN directory, and now execute the below-mentioned command.

isinteg -patch

However, if your Information Store is of large size, then this command may take longer time for the completion.

Restore Techniques: Exchange recovery can be performed in two ways:

  • Software Recovery: It is described as a transaction log replay process which gets generated when transactions logs are replayed in offline file backup of database, or when a database is re-mounted upon an abrupt halt.
  • Hard Recovery: This is a transaction log relay process that gets generated upon restoring a database directly from an online backup.

Soft Recovery

The soft recovery technique is successful when any external event has abruptly stopped the Exchange database. But the log files and the database are unaffected and remain at the same place. At this point of time, when database is mounted, then Exchange Server acknowledges the checkpoint file and starts replaying the transaction logs, available in the checkpoint file. When it finds no file, then replay starts from the oldest log file in the transaction log folder.

Now, Exchange Server writes completed transactions that available in the log file to the database file. The uncommitted transactions are reversed back. The user doesn’t have to manually undo the transaction, if uncommitted logs are available when the replay starts. Exchange never initiates writing a transaction to database, unless ensures that all the concerned operations are fully secured to the log files.

Below given is the complete syntax for performing Eseutil.exe soft recovery function:

ESEUTIL /r enn /L[path to log files] /s[path to checkpoint file] /d[path to database file] /i

Type the following in the command line:

ESEUTIL /r e01 /Lf:\mdbdata /sc:\exchsrvr\mdbdata /dg:\mdbdata /i

Running soft recovery:

“/a” is for missing log files. Attempt to bring database to a healthy state.

Check log file location and verify how it starts E00 or E01 or E02

Verify the status upon perfoming soft recovery. If it shows clean shutdown, then you can safely mount the database and if not then move the log files and try again in clean shutdown state.

While performing the recovery using soft recovery, there will be certain amount of data losses, mainly from the corrupted portions. It may be helpful to repair 98% of your databases. But it is recommended to move the user mailboxes to different database to be on a safer side.

Hard Recovery

Hard recovery can only be accomplished upon restoring it from the online backup. Hard recovery can be described as a log file replay process, which is quite similar in nature to the soft recovery, but contains certain differences. While performing the hard recovery, simply make sure of these differences:

  • Patch information is applicable to the database only during log file replay.
  • The checkpoint file is not used in hard recovery. Instead restore.env is employed to determine the start of log file recovery.

When No backup is Available

Some organizations don’t practice to back up their Exchange databases, which could become a total catastrophe at the time of data loss of precious corporate knowledge and email systems. In case, you don’t have the backup, then the recovering process may take a longer time, about 5-10 GB data recovery per hour. Additionally, the recovery also depends upon the external factors like IOPS/processor.

When Nothing Works

If your Exchange database is badly/severely corrupt, and the above-mentioned techniques (online restore and offline restore) fail to recover lost/inaccessible Exchange databases, then simply go for a reliable third-party Exchange Recovery tool. It is the most efficient solution to easily recover corrupt EDB/STM files without taking much time and efforts. Also, the commercial tool offers immense migration flexibility to restore recovered files to live Exchange, Office 365, or to Outlook platform.

How you can add PST file to Outlook

January 4th, 2017

 

MS Outlook holds messages, appointments, notes, tasks, contacts, and other data items contained in mailbox in PST files or OST files. Let’s understand what differentiates these two file types of Outlook data files:

Outlook Data File (i.e. PST) is usually used for IMAP and POP3 email accounts.

Offline Outlook Data File (i.e. OST) comes into play when you chose to work offline with your Exchange account or decide to use Cached Mode of Exchange. Unlike PST, OST files can be easily created while Exchange Server is running.

For proper usage of Outlook email client, you need to configure one email account (for least). And each email account created with Outlook possesses a PST of its own. For instance, if you have created five email accounts, five individual PST files will be automatically created on your system. Also, these PST files will be attached with your Outlook profile.

But when PST files have been copied or moved from some external device or you have received them from other Outlook users, you can’t access your files unless they are added to your Outlook profile. This is how you can do this:

Such critical situations can only be resolved either by using a manual trick or by exploiting a specialized third-party tool.

1. Open Microsoft Outlook on your system, and click the File tab.

2. In Open & Export, click the Import/Export tab.

3. Click Import from another program or file, and then hit Next button in the Import & Export window that appears.

4. Select Outlook Data File (.pst) and hit Next button.

5. Browse for the PST file you wish to import. Under Options tab, select the action you want to proceed with i.e.

  • Replace duplicates with items imported
  • Allow duplicates to be created
  • Do not import duplicates
  • In the end, hit the Next button.

6. Enter the password if your Outlook Data File is password-protected, and proceed by clicking OK.

7. To import the contents of your PST file directly to Office 365 mailbox, select Import items into the same folder in: and specify the email account where you want to import files.If you don’t want to perform import function, simply choose Import items into the current folder and all your data will be imported to default folder.

8. Click Finish. Once finished, the progress window will go away.

NOTE: If you are trying to import your PST file in Office 365 mailbox, a message saying ‘trying to connect with

Office 365’ will appear. This usually happens when interruptions in Internet Connection is encountered even for a second’s time. Outlook will continue with the import function once your Internet Connection will be established again.

Bonus Tip: If you want to retrieve some specific emails or contacts from your PST file, open the Outlook Data File, and then, simply drag and drop the emails and contacts from PST to existing Outlook files in the navigation pane.

But if your PST file is corrupt, you need to repair it before importing to Outlook. For this, you can use a competent recovery tool like Kernel for Outlook PST Repair. It can restore encrypted and password-protected files as well.

How to be prepared against MS Word document issues?

December 12th, 2016

 

MS Word documents may show unexpected behavior sometimes: they may send error messages, display layout and formatting incorrectly, show unreadable characters on the screen, renumber pages repeatedly, redo breaks in the page, or halt the computer from responding. All these point to the damage of the document or its template. There are many ways one can repair damaged MS word documents—using inbuilt tools or using professional MS Word recovery tools. Also, it is recommended to be prepared against such issues. Here, we will show how to use the AutoRecover feature to recover Word documents after they are closed unexpectedly.

How to change auto recovery settings in MS Word?

The AutoRecover feature helps users to recover the data after unexpected closing of MS Word documents. This feature saves data at specified intervals set by the user. So when there is a requirement, the user can recover the data (up to the last AutoRecover saving).

word-auto-recovery-settings

The AutoRecover settings can be accessed from the Save tab of Word Options dialogue box (which opens upon clicking File > Options in MS Word). Make sure that the check box Save AutoRecover information every minutes is checked, and select an optimum value for it. Also, select a suitable location for saving the information (using the Browse button against AutoRecover file location).

How to use AutoRecover to get back MS Word documents?

The AutoRecover features saves documents in .asd format in the location specified by the user. After unexpected closing of Word documents, one can use the latest .asd document created by Word. Here is how one can do this:

1. Open MS Word, and copy the AutoRecover file location (to find the location, see the steps given earlier in this article).

2. Now click File > Open; click Browse.

3. In the address bar of the Open dialogue box, paste the copied location. In the dropdown list against File name, select All Files (“.”). Now, all the documents (including the AutoRecover files) will be seen.

4. Now look for AutoRecover files (with the extension .asd). Open the latest .asd file (use a trial and error method to find the latest one). Now the file is again usable, and contain data up to the last AutoRecover saving.

How to deal with serious MS Word corruption issues?

When Word documents face serious issues, the AutoRecover feature may not be helpful to recover the lost data. More sophisticated repair solutions like Kernel for Word Recovery are necessary then. This tool ensures recovery in a few steps, and follows the same recovery procedure for all the versions of the Word.

How to migrate when there are only a few public folders in Exchange?

November 23rd, 2016

 

Small organizations may not find it worthwhile to follow the cumbersome batch migration process, as recommended by Microsoft, to migrate a few public folders from an older version of Exchange to Exchange 2013/2016. In that case, they can follow a quick fix method given here to accomplish the public folder migration. Its basic steps are:

  1. Export public folders to PST using MS Outlook
  2. Create a new public folder mailbox and public folder in the destination Exchange
  3. Configure the destination Exchange account in Outlook
  4. Import the PST file to the destination public folder

How to export public folders to PST using Outlook?

The export feature of Outlook helps to export the public folder to an Outlook Data File (PST). This option is available in the File menu. Before exporting, ensure that the account have the full permissions on the database holding the public folders.

export2pst

How to create a new public folder in Exchange?

In Exchange 2013/2016, a new public folder can be created from Exchange admin center (EAC). First create a public folder mailbox, and then a public folder.

To create a public folder mailbox, go to public folders > public folder mailboxes and click Add+. Give a name for the public folder mailbox and save. Next, create a public folder. For this, go to public folder tab and click Add+. Give a name, verify the path for the public folder, and finally save. In the end, refresh the EAC to view this new public folder in the list.

eac-publicfoldermailbox
How to configure an Exchange account in Outlook?

A new Exchange account can be added to Outlook from the File menu (the Add Account button). After this, add the newly created Exchange public folder to the Favorites list.

addaccountoutlook

How to import PST file to a public folder in Outlook?

Just as the export feature, the import features is available in the File menu (in Outlook 2013/2016, Open & Export > Import/Export). Now, import the PST file to the public folder created in the new Exchange.

importpst
How to assign public folder permissions to Exchange users?

Public folder permissions (Create items, Read items, Create subfolders, Edit own, Edit all, Folder owner, Folder contact, Folder visible, Delete own, and Delete all) are managed from the Exchange admin center (public folders > public folder). When a public folder is selected, the Manage option becomes visible under Folder permissions (on the right side).

What to do when there a large number of public folders?

When there are a large number of public folders for migration, it is better to follow the batch migration method < https://technet.microsoft.com/en-us/library/dn912663%28v=exchg.160%29.aspx > as suggested by Microsoft. Another option is to use third-party tools like Kernel for Exchange Server that accomplish quick and easy migration. The advantages of this tool are:

  • Migrates public folders quickly and easily
  • Allows filtering of items for selective migration
  • Displays public folder content for preview
  • Is reliable and easy to use
  • Supports all versions of Exchange

Conclusion

It may not be feasible for small organizations to follow the complex batch migration process recommended by Microsoft to migrate a few Exchange public folders. So they can export the public folder to a PST from the old Exchange and import it to the new Exchange. However, if there are more public folders, they can try third-party tools like Kernel for Exchange Server.

Instant Tactics to Tackle with Inaccessibility of BKF Files

November 17th, 2016

 

With the world going digital, there is barely any person who hasn’t developed the habit of keeping backup of their crucial data. The probabilities of getting data corrupt or inaccessibility of data compels many people to use external storage devices like hard disks and pen drives.

But, storage devices too can often fail to offer you help at the time of need. It could be the worst scenario to face when your original data as well as backup data cannot be accessed anymore.

What if you could still get your data back? Yes, you heard it right!

You need to focus on solutions rather than problems because it is the only thing you’re left with. This reminds me of a quote by Even Edmond Mbiaka said – “Problems are meant to be solved, but unfortunately, a lot of people choose to complain, worry, and cry about them.

Here are 3 instant fixes that can help you deal the data inaccessibility concerns with utmost ease and accuracy:

  1. In-built Restoring Capability in Windows: The latest versions of the Windows Operating System (Windows 7 onwards) comprise a smart Backup and Restore option. All you need to do is type backup in Search box under the Start menu and select the Backup and Restore that appears in the list. Hit the button labelled as ‘Restore My Files’. Further, specify the files you want to restore and the location where you want to store the recovered files. An easy recovery solution, isn’t it?
  2. Third Party Backup Recovery Tool: When the damage’s severity goes beyond repair through in-built capability, it’s high time to invest in a third party tool. A backup recovery tool serves as an instant solution for the variety of backup created using Windows NT Backup, Symantec Backup, HP Data Protector, ARCserve Backup, and Veritas Backup. It makes the backup data recovery efficient and quick no matter what’s the size of files you have. One such tool is Kernel for BKF Repair. It steals the limelight with a pool of wonderful features packed in user-friendly interface. And the cherry on the top is its affordable price.
  3. Cloud-Based Storage: On a cloud-based platform, safety of your data is ensured due to authorized access. Though it won’t work for the files already damaged, it can surely help you store the data that is still not affected. It is always preferable to store your data on cloud applications to keep it untouched by physical damages. Make sure you migrate the healthy or recovered files to the cloud location so that next time you can retrieve your data even if the storage devices go inaccessible.

Now you have some instant recovery tricks to handle the data loss conditions in an effective manner rather than panicking and using random things mentioned on the web. Every other expert advice on web may not come from an actual expert. Hence, make a wise selection to get your crucial data in its original form even if you are going to choose a tool.

Although digital age has so much to offer in terms of storing our crucial data, we should not ignore the possibilities of sudden severe occurrences that can result in the loss of data unexpectedly in a single go. This compels the need of backup recovery software that can make the affected backup data accessible again.

Different ways to back up an Outlook PST file

November 11th, 2016

It’s not rare that incidents like system crashes cause data loss. If you are using your Outlook with an Exchange account, it’s not a cause of worry as Exchange data is not affected by the crash of your system. Otherwise—when you use Outlook independently on your machines—you may loss all your emails and other data after such unfortunate incidences. Keeping this in mind, many experts suggest backing up the Outlook data, especially when you have very critical information there in it. Here we will show you how you can back up Outlook PST file data easily.

Backup by copying the PST file

MS Outlook stores its data in Outlook Data File (PST). To back up the Outlook data including emails, you need to manually copy and paste the PST to the backup location—another drive in the same computer, a removable storage device, or another linked computer.

pstfilelocatoincompacting

You can note the location of the PST file from the Data Files tab of the Account Settings dialogue box (to open this, double-click Mail in Control Panel, and then click Data Files). Also, you can copy the location of the PST file from the Filename field in the Outlook Data File dialogue box (to open this, select the PST file and click Settings). You can use the Windows File Explorer to reach the PST location, from where you can copy the PST file to paste in the destination location.

Note: If the Outlook Data File is very large, compact it by clicking Compact Now (in the Outlook Data File window). Doing so will save the storage space.

Export specific Outlook folders/items to PST (to backup only the important items)

The Import and Export Wizard of MS Outlook helps to export folders and items from PST file to another one. The advantage is that you can select the folders and filter for the items you want to export. So it is the best option if you want to back up only the important data.

selectionfilter

Note: You can open the Import and Export Wizard from the File menu (click Open & Export > Import/Export in Outlook 2016/2013).

Save PST files to various destinations

Third-party tools like Kernel for PST Repair, even though not a backup application, helps you save PST files in various destinations like PST, MBOX, DBX, email servers, Office 365, web mails, and many other popular formats. It even repairs corrupt PST files and helps you recover the lost data. This tool has many advantages like:

  • You can search for the PST if you don’t know its location
  • Can save the file to PST and many other destinations
  • Can use filtering options to save only the required data
  • Can follow the saving procedure for all the versions of Outlook
  • Can recover data from corrupt PST files

kernelpstsavingoptions

Conclusion

As a precaution against email data loss, many Outlook users want to back up their PST files. They can do this simply by copying the PST file to a safe location. They can use the export to feature of Outlook if they want to back up only some specific folders/items. Also, they can use third-party tools like Kernel for Outlook PST Repair (though not a backup tool) to save the PST files in various destinations.

Have you overlooked your PST’s storage limit?

October 25th, 2016

 

When email communication started, the only thing that a user can do is sending and receiving plain text. It was more like leaving a note on someone’s desk.

However, with various other advances took place over the time, now it is also possible to send many other items along with text as attachments. Even the number of web email servers and respective clients have grown in numbers.

From all the email servers out there, the one that is most preferred by many of us is MS Outlook. It has all the attributes that a professional would require for smooth business communication. It supports the PST format for saving the mailbox items. It assists the user with the calendars, notes, journals, attachments and what not. With the proper utilization of MS Outlook, you can access almost everything that you may require for your work routine.

Moreover, it doesn’t mean all other email servers are underrated. It’s like I have used Outlook and has something to share with you all especially the Outlook users. We send and receive hundreds of mails without even realizing the fact that we have some storage limitations.

We are often recommended to maintain the backup, but all in vain. Sometimes our laziness, sometimes our work pressure, and sometimes just other hustles-bustles prevent us from taking any corrective measure for our crucial data items stored in mailbox.

We simply go on saving and saving lots of things (like media files, word documents, accounts excels and much more).

Though MS Outlook has now extended the storage limit of PST files from 2GB to 50GB, it is still a limited space for many including me. We keep piling up the files and turn our mailbox into repository. This process of creating repositories continue until we get encountered with an error message.

Here I am talking about the experience of error message that pops up on the screen (as shown in the image below) when we try to stuff our mailbox with more PST than its actual limit.

pstfilesize

It was quite unsettling for me. I immediately referred to the web for a DIY solution. From the most referred sources I found, it was the backup that people most recommend. It was left with no more an option in my case. Some other suggestions listed on web includes:

1- Creation of a new PST file onto which some of the items from original PST can be imported.

A. For the latest versions of Outlook (2010 and later)

  1. Hover mouse to the File option in menu.
  2. In the Open tab, click Import.
  3. Go to Import and Export Wizard, select Import from another file or program, and click on Next button.
  4. Select Outlook Data File (.pst) and then hit Next.
  5. Specify the path or file name for the .pst file you wish to import, or you can choose the file to be imported using Browse option.
    {Recommended Option: Under Options tab, click Do not import duplicates if you don’t want to import the files that are already stored in Outlook.)
  6. Hit Next.
  7. Specify the folder that you want to import. To retrieve every item of your PST file, select the Top of the Hierarchy.
    (Note: The top folder is default selection along with Include Subfolders that imports the folders within the selected folder.
  8. Click Finish.

B. For the earlier versions of Outlook (2007 and before)

  1. Open MS Outlook.
  2. Go to the File menu, click on Import and Export option. If this option is not available, hover the mouse to chevrons available at the bottom of the menu, and then go for Import and Export.
  3. Specify the file or program from where you want to import the file by clicking Import from another program or file and hit Next.
  4. Select Personal Folder File (.PST) and again hit Next.
  5. Provide the path or file name of the .pst file you wish to import, and hit Next.
  6. Specify the new location to import your file (select Top of the hierarchy to retrieve everything in your .pst file.
  7. Click Finish.

Hope this step-wise guide helps you to import your PST file appropriately. If import doesn’t seem to be a good option, then the next move is to free up disk space.

2- Deletion of the unnecessary mail items permanently to free some space. Steps you need to follow to minimize the size of .pst file are:

  1. Delete the items that are not required.
  2. Open the Folder List tab. ( click Folder List icon or press CTRL+6 available at the Navigation Pane’s bottom)
  3. In the Navigation view, right-click the folder ‘Deleted Items’ and hit ‘Empty Folder’ button.
  4. Hover to the File menu.
  5. Go to the Account Settings and click it.
  6. Under the Data Files tab, specify the data file that you wish to compact and click Settings.
  7. Select Compact Now.

3- Investment in a third party tool that facilitates splitting large PST files into smaller portions for regaining accessibility.

There are several other error messages that appear due to overloading of a PST file such as:

  1. xxxx.pst cannot be accessed – 0x80040116.
  2. Errors have been detected in the file xxxx.pst. Quit all mail-enabled applications, and then use the Inbox Repair Tool.
  3. The file could not be added to the folder. The action could not be completed.
  4. The file xxxx.pst has reached its maximum size. To reduce the amount of data in this file, select some items that you no longer need, then permanently (shift + del) delete them.
  5. Can’t copy the item.

Now that you are aware with more error messages that could possibly pop up on your system screen after filling up the storage limit, you can quickly identify the problem and take corrective steps right on time. To fix this PST storage limit issue, try this Kernel for Outlook PST Repair tool: https://www.kerneldatarecovery.com/pst-recovery.html