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Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note-taker, journal, and web browser.

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Often, the users face difficulty in accessing Outlook 2016 PST files on Windows 10 computer. One of the reasons behind it is the improper functioning of MS Outlook when the user tries to open it. MS Outlook suddenly stops working, or it will not open, and the chances of losing crucial data or information within the PST file becomes very high.


These problems might occur due to upgradation of Windows, the configuration of Microsoft applications, and many other applications or programs. The issues faced with Windows upgrade include incompatible software or configuration is not up to date, and this could be one of the reasons why PST file is not opening on Windows 10 computer.


Below listed are some common issues that may affect the health of Outlook 2016 PST files:


  • Issue 1: Incompatible programs: Windows operating system receive updates with time. However, installed applications on an operating system are not updated, and faces incompatibility issues take place. Outlook starts to produce errors, especially when MS Office Suite and more specifically Word is not updated.
  • Issue 2: System files or applications are missing: At times, when the system files or application files are missing, Outlook desists from working properly. In many cases, the Outlook application is not installed completely and requires reinstallation for proper functionality.
  • Issue 3: Abrupt system shut down: The sudden shut down of Windows 10 affects Outlook while it is in the process of email transfer. Later, it might start usually and abruptly shut down after opening. 
  • Issue 4: PST file becomes oversized: It is a prevalent problem when the PST exceeds the pre-defined storage space. Hence, Outlook does not read the PST file, and it stops working on a Windows 10 PC.


Resolution


There are many ways to resolve the inaccessibility issue of Outlook 2016 PST file. To cut the long story short try the suggested fixes.


Manual method to repair PST file


The first aid fix to restore a corrupt PST can be done using the Inbox Repair Tool, ScanPST.exe. Find this inbuilt utility tool on your machine (which is a tool developed by Microsoft to resolve issues related to PST files) and run it. Few simple steps to do this:


  1. Close Outlook properly if it is running
  2. Find and run ScanPST.exe
  3. Browse to locate the PST file or manually type the location or file name (if location unknown)
  4. Launch Outlook and click on File Info Account Setting Data Files
  5. Note file path and file name and Click on Close     OK      Exit Outlook
  6. Launch Outlook and create a new PST in your profile
  7. Drag all the recovered items to the new PST from “Lost and Found” folder


It is an easy process but suffers several limitations like data loss and require technical expertise. Therefore, to overcome these limitations, the recommended fix is to use an Automated method which is best suited for non-technical users as well.


Automated method Third-Party tool for PST repair


In case the above manual method does not work, you can opt for a third-party tool which is another best and straightforward solution to fix such issues. The IT professionals recommend Kernel for Outlook PST Repair tool. Such type of tools offer extensive features to technical as well as non-technical users at ease.


Final words


We recommend the users to first use the inbuilt Microsoft utility first in case of issues with MS Outlook. If the problem still persists, use PST Repair tool to repair MS Outlook data files in a few clicks.

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Expert Comment

by:rawat raju
Comment Utility
Our Outlook PST repair programming empowers you to channel hurt/worsen PST records, repair the same and recover the data including messages, associations, contacts, timetables, errands, notes, journals et cetera.
READ MORE :-http://www.filerepairtools.com/outlook-pst-repair.html
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Free learning courses: Active Directory Deep Dive
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Free learning courses: Active Directory Deep Dive

Get a firm grasp on your IT environment when you learn Active Directory best practices with Veeam! Watch all, or choose any amount, of this three-part webinar series to improve your skills. From the basics to virtualization and backup, we got you covered.

As a matter of fact, Outlook OST files are of much importance in relation to Exchange mailbox. OST files are independent as they are simply copy of data of a user’s mailbox on Exchange Server. Though, if the server’s status is changed or it is damaged, the OST files will not be affected. Due to these files any user can work uninterruptedly during the server downtime in offline mode. Later, when the server is online all the data gets synchronized automatically with the mailbox server.


After understanding the importance of an OST file, are you at a situation where OST file got corrupt and searching for an accurate and efficient solution? The best solution is OST to PST converter software that aims to provide solid results and proves to be helpful. Before moving towards detailed solutions, let’s discuss the errors and reasons behind them.


The regular users of Outlook might come across OST file corruption or accidental file deletion issues. This indeed is not a common problem, but if it takes place then it can be worse for the entire business. Due to the inaccessibility of OST files while launching MS Outlook, the user is indicated with several pop-up errors, indicating corruption.


The following errors occur when OST files gets damaged, corrupted or inaccessible:


  • Could not find YYYY.ost (business file) in Outlook storage
  • The YYYY.ost is not available in mailbox
  • Errors detected in YYYY.ost, therefore, to fix and repair the file try using Scanost.exe
  • File is not accessible is also an error
  • The OST folder is displayed
  • MS Outlook encounters a problem and exit suddenly


Before suggesting the fixes for the mentioned errors, let’s take a quick look at the primary reasons that may cause these error:


  • Outlook is suddenly terminated while synchronization with Exchange server
  • Sudden system shutdown during Exchange server synchronization
  • Corrupt file system
  • OST is attacked by virus


Repair techniques for OST file


There are many reasons for an OST file to get corrupted and the major errors may occur due to hardware, software and synchronization failures. Here are some repair techniques that can be applied to OST file.


  1. Replace with a backup copy: One of the best suggested techniques is restoring from a backed up copy. Unfortunately, this technique follows some limitations, say for instance, if the backup is not a recent one then all the data saved after the backup will be missing.
  2. Use inbuilt Inbox repair utility: ScanPST.exe and ScanOST.exe are two inbuilt utilities that are offered by Microsoft to help repair minor issues related to Outlook OST and PST files.
    There are some drawbacks with this technique. Firstly, severe corruption issues are not fixed by ScanOST.exe. Secondly, this utility is limited to Outlook version 2007. Hence, not available for above versions.
  3. Clean offline data and recreate: By removing the offline data of OST file, it will help you in eradicating the cause of corruption (up to a level).
    Therefore, clear the OST with the below mentioned steps:
    a. Find the OST file on your system.
    b. Select “Properties” by right clicking on the folder.
    c. Choose “Clear Offline Items”.
    d. Click “OK”. And, Outlook will be launched.
    e. From the Outlook 2010 ribbon click the Send/Receive tab and click “Update Folder”.
    Later, delete the OST file after completing the above steps and a new OST will be created and data will get downloaded to it within the Exchange mailbox. Overall this method is not a guaranteed one, but is very effective with minor data loss only in conditions where the OST gets corrupted before the merging of Exchange mailbox.
  4. Use OST to PST converter: This is the most reliable technique offered if none of the above techniques work. Data recovery tool is the most intelligent solution for all corruption issues related to OST file. The most efficient recommended tool by experts is Kernel for OST to PST converter – It is a third party tool that helps users in extracting  data from a OST file into PST format.


Final words


The files you backed on the fly always helps when you face any type of data crashes. Although, it is not a hundred percent solution to solve issues of crashes or corruption of OST files. In such cases, if the manual and free methods fails to work, try using  OST to PST Converter software which will effectively convert your corrupt and large size OST file into MS Outlook PST file format.

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Expert Comment

by:andy taylor
Comment Utility
OST to PST Converter software fastly remove OST file corruption issue and export OST database into Outlook (PST/EML/MSG and HTML) along with all emails properties, emails headers and email information etc.You can test the software on any version of MS Windows operating system for any version of MS Outlook and MS Exchange server as it is compatible with entire range of versions of all of them.This software Supports Windows 10, 8, 7, Vista, XP and MS Office 2016,2013, 2010, 2007, 2003, 2002 (XP).
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Expert Comment

by:Anil Kumar
Comment Utility
You never know when OST files become volatile. Usually OST files become damaged because of so many unanticipated situations such as Exchange server crash, deleted Mailbox data, and immense of the other reasons as well. In such a scenario, you are suggested for using for converting Microsoft OST to PST so that it will be possible to convert OST file with ease.

For more info, visit: http://dakonify.com/osttopstconverter.html
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As a Microsoft Exchange user, you must have known the importance of an Offline storage table (OST) file. It is nothing new for an Outlook user to be dependent on a .ost file during a server break down or a problematic Internet connection. In such a complicated situation, the OST file comes handy to work in an offline mode.


But a disadvantage that comes with these OST files is that they are very prone to corruption because they are available on a local machine. Following are the different reasons that can result in the corruption of an OST file:


  • Malfunctioning of software or hardware.
  • Synchronization issue between the client and the server.
  • Unexpected shut down of the MS Outlook app.
  • Abnormal or unexpected shutting down of the computer.


Due to such corruption, you may receive error messages saying "The file cannot be used because it was created for a different user".


When such an error occurs, it becomes nearly impossible for the user to access any file.


This error occurs when the OST file stored in your system has reached an unstable state, or you can say that it has been corrupted. The only solution to fix this problem is to export all data of the OST file into the PST format. You can convert OST into PST format manually, and procedure for the same is explained in the next section. This procedure works only when the OST is not corrupt. If it is corrupt, then you can repair the corrupt file with the help of a professional OST to PST tool.


How to convert OST into PST format?


Follow the step by step guide given below to convert OST into PST format, and you are good to go.


  • Step 1: Launch the MS Outlook application in your system.
  • Step 2: Now go to the Tools menu > Account Settings. And, now click Email account and select More settings.
  • Step 3: Now select the Advanced tab and then toggle the Use Cached Exchange Mode.
  • Step 4: Now click Offline Folder File Settings and then identify the location of the OST file.
  • Step 5: Restart MS Outlook.
  • Step 6: Now click File > Import and Export. After that click Export to a file and then finally select Personal Folder File (.pst).


Wrap Up


This step guide should enable you to convert the OST file into PST format manually. However, if the procedure mentioned above fails to perform the required conversion, then unfortunately, you are left with only one option, and that is to use a commercial OST to PST Converter tool.


There are plenty of such converter tools available in the market. On the basis of your requirement, you can choose any one of the software to convert the OST into PST. Make sure the software that you will be using is compatible with MS Outlook and Windows version that you are using. You can always try the free or demo version of that software before actually buying it to remove the corrupt OST files present in the system that is creating the inaccessibility error. 

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LVL 4

Author Comment

by:Sandeep Kumar
Comment Utility
Hi Brain,

Using a commercial tool is a quick and reliable way to convert OST to PST file, in this scenario. The manual method is only workable when OST file is not corrupt, else there is not point to go for it. Also, manually exporting the file can be problematic if you've large-sized OST files for the conversion, as there can be data integrity issues at the end.
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LVL 26

Expert Comment

by:Brian B
Comment Utility
Yes but this article is not about converting OST to PST, it's about recovering from a specific error by rebuilding OST.  Why would you pay for a tool to do that?
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A few solutions to a problem some of us have been having when trying to add Hostgator email accounts to Outlook 2016 (will probably work with Outlook 2013 as well).
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Expert Comment

by:snow white
Comment Utility
Help me to get a safety email
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Administrative Comment

by:Mr. Wolfe
Comment Utility
To get  help with your own issue, please click on the blue, "Ask a Question" button at the top of the page.

Mr Wolfe
EE Moderator
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Blank message list Outlook 2016 for Mac
I came across an unsolved Outlook issue and here is my solution.
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This article will help to fix the below errors for MS Exchange Server 2016 I. Certificate error "name on the security certificate is invalid or does not match the name of the site" II. Out of Office not working III. Make Internal URLs and External URLs the same IV. Address book download issue
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MS Outlook undoubtedly is the most widely used email client.Its user-friendliness, cost effectiveness, and availability with Microsoft Office Suite make it the most popular email application.  Its compatibility with Microsoft applications like Exchange Server is also a reason for its popularity. However, this application is not completely free of issues. Outlook configuration errors, compatibility issues with other email clients, large size, and corruption of its proprietary file format (PST format), etc. are some common issues faced by Outlook users. However, due to the popularity of Outlook, many professional solutions are available to help Outlook users overcome these issues. Here we will discuss some tools that help you to manage MS Outlook efficiently.


  1. Kernel for Outlook PST Repair – For repairing corrupted PST files
  2. Kernel for PST Compress & Compact – For reducing the size of PST files
  3. Kernel for Outlook Duplicates Remover – For removing duplicate emails from Outlook mailbox
  4. Kernel for Attachment Management – For managing PST email attachments
  5. Kernel for PST Split – For splitting large PST files


Kernel for Outlook PST Repair – For repairing corrupted PST files


PST file corruption is a common issue in all versions of MS Outlook. Some of these issues can be fixed using free or inbuilt tools, but not all. That is why even seasoned Outlook users prefer professional PST repairing solutions. One such a tool you can try is Kernel for Outlook PST Repair. It repairs damaged Outlook Data files.  This tool has many features like:


  • Repairs large PST files without any issues
  • Exports emails to Office 365 and emails servers like Exchange server.
  • Recovers deleted emails & attachments (and displays then in RED for preview)
  • Saves emails to different file formats DBX, MBOX, MSG, and EML, etc.
  • Enabled with inbuilt filters which can find required emails instantly.



Kernel for PST Compress & Compact – For reducing the size of PST files


Kernel for PST Compress & Compact is a unique tool which can compact the size of large PST files. This utility helps you to reduce PST size by removing the unused space. This tool has more features which are stated as follows:


  • Compresses & compacts many PST files in single cycle.
  • Integrated with user-friendly Interface.
  • Compresses or removes attachments from emails.
  • Retains integrity while compacting PST files.
  • Removes extra space from PST files.



Kernel for Outlook Duplicates Remover – For removing duplicate emails from Outlook mailbox


Kernel for Outlook Duplicates Remover is a simple tool to remove duplicate items from the Outlook mailbox. It has different options for finding duplicates in Outlook. Following are the features which are included in this tool:


  • Finds and removes duplicate items from PST files.
  • Inbuilt comparison criteria to find duplicate items.
  • Provides various comparison criteria to find duplicate items.
  • Saves list of duplicate items in HTML format.



Kernel for Attachment Management – For managing PST email attachments


Kernel for Attachment Management is an advanced tool to take backups of the attachments and to remove them from Outlook emails. This tool actually saves space because this tool downloads the PST attachments, save them on local machine and then deletes them from Outlook mailbox. Its features are:


  • Restore attachments to any desired location.
  • Compresses email attachments in zip format.
  • Allows to rename attachments with name prefixes.
  • Maintains a log file with the records of attachments processed.
  • Is compatible with all Outlook versions.



Kernel for PST Split – For splitting large PST files


Kernel for PST Split is a tool for splitting large size PST files. This utility efficiently splits large PST files in just few minutes and saves data into smaller PST files. Splitting PST files eliminates chances of PST corruption and improves the performance of Outlook. More advanced features of this tool are listed below:


  • Splits PST files without impacting original data.
  • Splits password protected PST files
  • Provides various criteria like date range to split PST files.
  • You can give desired size to split PST files.
  • Saves different mailbox folders to separate files as per need.



Conclusion


MS Outlook is the most popular email client. Users find this email client easy to use as its interface is very intuitive. Also, users familiar with other Microsoft products find it very convenient too. However, issues are also frequent with this email application. Many of these issues can lead to inaccessibility of emails, calendar, task list, address book, and more. So users always need some utilities that can help them in managing Outlook without issues.

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Today as you open your Outlook, you witness an error message: “Outlook is using an old copy of your Outlook Data File…”. Probably, Outlook is accessing an old OST file.
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There can be many situations demanding the conversion of Outlook OST files to PST format and as such, there is no shortage of automated tools to perform this conversion. However, what makes Stellar OST to PST converter stand above the rest? Let us explore the answer to this question.
1
Mailbox Corruption is a nightmare every Exchange DBA wishes he never has. Recovering from it can be super-hectic if not entirely futile. And though techniques like the New-MailboxRepairRequest cmdlet have been designed to help with fixing minor corruptions within Exchange mailboxes.
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Free Tool: Site Down Detector
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Free Tool: Site Down Detector

Helpful to verify reports of your own downtime, or to double check a downed website you are trying to access.

One of a set of tools we are providing to everyone as a way of saying thank you for being a part of the community.

Take a look at these 6 Outlook Email management tools which can augment the working and performance of Microsoft Outlook to give you a more rewarding emailing experience.
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Expert Comment

by:Alessia Smith
Comment Utility
Informative post...Thanks for share..Once I was also facing Outlook Recovery problem, I use Outlook Recovery Tool which was really very helpful for me..
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With so many activities to perform, Exchange administrators are always busy in organizations. If everything, including Exchange Servers, Outlook clients, and Office 365 accounts work without any issues, they can sit and relax. But unfortunately, it is not the scenario in most of the organizations. However, this situation can be improved very much if they try a competent recovery-cum-migration solution in their Exchange environment – Kernel Exchange Suite.


Kernel for Exchange Server – a multifaceted solution for almost all Exchange needs


Kernel Exchange Suite can resolve all the Exchange related issues. If you have this too, you do not need to use different tools for the file recovery (EDB, OST, & PST) and migrations (Office 365 & Exchange). 


  • EDB recovery & migration
  • OST conversion & saving in Exchange/Office 365
  • PST file recovery to various destinations
  • Exchange & Office 365 migrations
  • Exchange backup extractions


When to use Kernel Exchange Suite


Kernel Exchange Suite is a multi-purpose tool for handling various requirements related to Exchange Server, offline EDB files, OST files, Outlook PST files, and Office 365 (Exchange Online). It has many features that are extremely useful for Exchange administrators.


  • EDB & PST File Recovery: This suite can easily recover mailboxes and public folders form EDB files. Also, it recovers emails, calendar, contacts, appointments, lost & deleted emails, etc.from PST files. The recovered data can be saved to Outlook PST files and destinations like Exchange/Office 365. Also, individual emails can be saved to MSG/EML formats.
  • OST to PST Conversion: Exchange OST files residing on user systems is a valuable source of user mailbox data after Exchange crashes and disasters. This suite helps you convert OST files to PST files or to import them directly to Exchange/Office 365. And specific OST items can be retrieved to EML, MSG, file formats.
  • Exchange and Office 365 migrations: By using this suite, you can easily migrate your single or multiple mailboxes to Exchange Server or Office 365. Both the source and the destination data can be viewed on the software console to drag & drop or copy & paste the required data. 
  • Exchange back up extraction: This suite helps to extract your Exchange backups from NT Backup and HP Backup and then restore that to hard disk or you can migrate that into Exchange Server.


Important features of Kernel Exchange Suite


Kernel Exchange Suite provides you many advanced facilities and options for every Exchange related task you have to perform. Unlike the manual methods, all the tasks are performed from a user-friendly interface. Administrators can just glance through the software interface, read the instructions, and choose the options the require, and proceed with the recovery/migration operation.


OST to PST Conversion


This suite can recover mailbox data from OST files (even if damaged or inaccessible) to Outlook PST files. It can recover deleted items too. The OST data can be saved to a new PST file or to an already existing PST file. 


  • Displays the source OST file and destination PST file on the software interface
  • Allows to copy mailbox folders or messages from OST file and paste them into PST folder hierarchy.
  • Copies subfolders and creates a hierarchy in PST file as in the OST file.
  • Filters mailbox data by date range (by specifying a date range).



PST file recovery


Kernel Exchange Suite helps users to fix Outlook issues and PST file corruption issues. It can recover mailbox data from corrupted PST files and save to PST files, Live Exchange, or Office 365 account. 


  • Repairs PST files of all versions of Outlook
  • Before saving, filters mailbox data by date range
  • Allows creating a new Unicode PST file.
  • Imports PST data to Exchange Server and Office 365



EDB recovery and migration


This suite restores EDB data to Outlook PST files without any loss. During recovery, it maintains data integrity as well as the hierarchy within the mailboxes. It also allows users to export their EDB mailboxes to Office 365 accounts and to Live Exchange Server. 


  • Restores EDB mailboxes and public folders to Outlook PST files
  • Splits PST files after the specified size to save the data in multiple PST files
  • Saves EDB mailboxes to Live Exchange Server and Office 365
  • Facilitates selective migration by filtering EDB mailboxes by Item Type & date range
  • Creates operation logs with the details of EDB recovery process



Exchange and Office 365 migrations


Kernel Exchange Suite facilitates migration of single or multiple mailboxes between different Exchange Servers and Office 365 accounts. With this tool, migration is just a copy/paste or drag/drop affair (from the source Exchange/Office 365 to destination Exchange/Office 365).


  • Supports Office 365 & all Exchange versions at the source/destination ends of the migration
  • Administrator can copy mailboxes and paste them to the destination
  • Maps mailboxes between the source and destination for smooth migration
  • Can create new mailboxes in the target from the software interface itself
  • Support all versions of Exchange Server



Kernel Exchange Suite functions as a combination of 4 essential tool for Exchange administrators. It supports EDB files, PST files, OST files, live Exchange, & Office 365 at the source end and EDB files, PST files, live Exchange, & Office 365 at the destination end of recovery/migration operations. So you do not need to use different tools for recovery of EDB, OST, & PST files and Exchange/Office 365 migrations. It is a reliable tool for all Exchange related activities.

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LVL 10

Expert Comment

by:Marshal Hubs
Comment Utility
Stellar Exchange Toolkit allows users:

To repair corrupt EDB files
To extract mailboxes  from EDB files
To extract mailboxes from corrupt BKF files
To convert OST file to PST
To Reset Windows Server Password Recovery

For more information about software features, please check this link: https://www.experts-exchange.com/articles/30936/A-one-stop-solution-for-all-MS-Exchange-Server-issues-from-Stellar-Data-Recovery.html
0
 

Expert Comment

by:Alessia Smith
Comment Utility
Nicely explained...!  I recommend you OST to PST converter tool because earlier I use OST to PST converter software which can convert OST to PST in just no time with less effort and accuracy.
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Are you looking for the options available for exporting EDB files to PST? You may be confused as they are different in different Exchange versions. Here, I will discuss some options available.
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Expert Comment

by:Maryta yllors
Comment Utility
When aforementioned situation occurs, try this EDB to PST Converter tool is a best option to recover or repair data from corrupted exchange edb file and restore/rebuild them in working pst file.It also allow you to save individual items to MSG, EML, RTF, HTML and TXT files.It support recovers emails from Priv1.edb and Pub.edb files.
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Expert Comment

by:Puneet Bhatt
Comment Utility
Yup, for all such Exchange EDB to PST file conversion cause, one can use EDB to PST Converter tool. It can repair and migrate Exchange EDB file to Outlook PST, Live Exchange Server or Office 365 and support all Exchange & Outlook versions.
Have a look @ https://www.datarepairtools.com/edb-to-pst-converter.html
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Outlook time zones
By default Outlook 2016 displays only one time zone in the Calendar. The following article explains how to display two time zones in one calendar view.
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The core idea of this article is to make you acquainted with the best way in which you can export Exchange mailbox to PST format.
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Author Comment

by:Bharat Bhushan
Comment Utility
It is a good option for mass mailbox backups.
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Expert Comment

by:Brian B
Comment Utility
For mass mailbox backups in Exchange, you should be using a proper backup and recovery system. See my post, PSTs are not reliable for that purpose.
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This article describes how to import Lotus Notes Contacts into Outlook 2016, 2013, 2010 and 2007 etc. with a few manual steps. You can easily export and migrate Lotus Notes contacts into Microsoft Outlook without having to use any third party tools.
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Expert Comment

by:Christ Harold
Comment Utility
Nice Article Geeta......
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Author Comment

by:Geeta Malik
Comment Utility
Hi Christ Harold, Thank you so much for your appreciation.
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In this article I discuss my selections of the Top Four free Outlook OST File Viewers available. Open, view and read even damaged OST files by using these tools. They all provide a clear preview of all data such as emails, notes, tasks, calendars, etc., in just a few number of clicks.
0
 
LVL 1

Expert Comment

by:Puneet Bhatt
Comment Utility
Aforesaid tools are good but one more excellent tool in this category is left, i.e, Stellar OST Viewer tool. It is free tool.
It has so advanced features and supports all Outlook and Windows versions. Google for it.
0
This article will help to fix the below error for MS Exchange server 2010 I. Out Of office not working II. Certificate error "name on the security certificate is invalid or does not match the name of the site" III. Make Internal URLs and External URLs the same. IV. Addressbook download issue.
0
If you troubleshoot Outlook for clients, you may want to know a bit more about the OST file before doing your next job. IMAP can cause a lot of drama if removed in the accounts without backing up.
2
 
LVL 10

Expert Comment

by:Marshal Hubs
Comment Utility
Dear Lisa,

Very Informative Article!!

In case you want to transfer OST file to a new computer then you can also try Stellar OST to PST Converter. The software can export emails, contacts, calendars, tasks and notes to a PST file in few easy clicks. For more information about the software, please check this link: https://www.stellarinfo.com/convert-ost-to-pst.php
1
 
LVL 9

Author Comment

by:Lisa Hendrickson "CallThatGirl"
Comment Utility
hi Marshal, I use Stellar for converting OST to PST and for PST repairs, sometimes I use Kernal too.
1
What does it mean to be "Always On"?
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What does it mean to be "Always On"?

Is your cloud always on? With an Always On cloud you won't have to worry about downtime for maintenance or software application code updates, ensuring that your bottom line isn't affected.


Outlook for dependable use in a very small business

 

This article is about using the Outlook application (part of Microsoft Office) in a very small business, or for homeowners where dependability and reliability are critical requirements. This is more of a descriptive article than a “how-to” article so there are few screen shots. 

 

As background, I use Outlook because (a) it works and (b) it is a very common email application for computers. I use POP3 and not IMAP because (a) I want my email on my computer and (b) I have outlived many IMAP vendors. I want email on my terms, not someone else’s. I have looked at IMAP but decided against it. Thus far, I have not had reason to regret my decision. 

 

I keep Outlook on two computers so that all received email is on both computers going back to 1996. I keep Sent email on my laptop as I travel around with it. I can always transfer Sent mail to the other computer if I need it. I understand IMAP might solve these issues but I have decided against it for the reasons above.

 

What do I mean by dependability and critical requirements?

 

The same email address “forever”: This is a critical requirement for me. I have had the same email address since 1996. I have no interest in changing it. Since I change ISP companies and they come and go, using an ISP’s email system is not something I can do. If Microsoft had come along in 1996 with Outlook.com, I might have an outlook.com email address but Microsoft was late to the game and I had already decided on a portable email address back then.

 

My end email vendor is a tiny little company in Toronto and I know the players personally. I can call them on the phone when there is an issue. If email is available, they will respond to me very quickly. Most people cannot do this, but I like the capability it offers me. Once in a while they take their customers to dinner and a beer at a local pub. I meet other email customers at the same time. 

 

No spam: Another critical requirement is I do not want spam. And now more than ever, spam is a source of ransomware. I do not want it in my inbox at all. Most users think that they can block ransomware with tools on the computer. Maybe (only Maybe). Blocking spam is the very best way to stop ransomware. 

 

So now there is some complexity. 

 

For email address portability, I use Mail.com. I started using it when it was Four11.com, and when it claimed to be “free forever”. Ha! I continued when it became Iname.com and it was still free. I continue now as Mail.com and pay to use the forwarding service ($30 per year). I forward my email to my current email vendor. My email vendor used to change more often then I changed socks some years back (at least so it seemed to me). Then I found my current email vendor about 20 years ago. They came (more or less) out of Internex.com – one of Toronto’s first consumer Internet vendors. I had the best email address in the world: io.org. It couldn’t last and it didn’t.

 

Let us return to the issue of spam. Mail.com has one of the best email filtering systems there is. It was not always this way, but for the last 10 years they have been top notch. I might see a spam email every other month or even less. I see about 10 emails a month in my spam folder. The rest gets dumped into the bit bucket by spam filtering or grey listing. I am not aware of losing any email that I have not seen, including in the spam folder. 

 

The Mail.com filtering is so effective that regular email from joe@abc.next comes into my inbox, but if Joe’s computer has been compromised or his email address spoofed, the email from joe@abc.next that says “You need to read this www.link.next” goes to spam. Of course, clicking on the link (if it got into your inbox) hoses your computer.

 

My Toronto vendor uses both grey listing and Spam Assassin. Spam Assassin is a good tool and I get essentially no spam from this system. Grey listing is a box or application that looks at incoming email and looks back at the IP address that sent it. If that IP address is not identifiable, the email is not accepted. I have had grey listing running for over 15 years and I am not aware of any lost emails. 

 

Allow me to underscore the point on spam. Eliminating spam is the most important weapon in eliminating ransomware. 

 

Email organization: I get a lot of email and so I keep my Inbox tiny (never more than 50 emails) and I put email into folders as soon I get it or shortly thereafter. I have just over 120 folders. The names are all meaningful so I see no need to use subfolders and there are no subfolders to my Inbox. Email organization is a personal thing and I organize my email to fit myself. Your mileage may vary (YMMV if you come out of the days of DOS).

 

Email archiving: Rule 1 – Archive your email. It works and it is silly not to use the Archive function. Take a look in here (Experts Exchange) – Email is slow, sluggish, broken (take your pick). How big is your email file? I ask. 40 GB. Duh!

 

Open Outlook, File, Options, Advanced, Auto Archive Settings. See below:

 

 

I auto archive every 30 days, archive everything older than 10 months, and never delete old items. At somewhat irregular intervals, I archive into a new file. I have 6 archive PST files plus my current email PST file, all of which are below 2 GB. 

 

One trick / defect of Outlook is that the folder archive option is normally not on by default. I think that is because most people keep email in their Inbox. I do not. So, two things:

 

1. Go to the Properties of each folder and make sure the Archive Option is ON


2. Go back to the main Archive options and select Archive Now. 

                            

Contacts: I keep my Contacts in the Contact folder by individual. It is a big mistake to assume Auto Complete will never go wrong. It will go wrong, precisely at the wrong time for you. Use Contacts. I do not archive contacts. 

 

Calendar: I live from my calendar. I make appointments for everything I do, keep a brief description of what must done in the appointment line, and keep notes and expenses in the note area of the calendar item. I do archive calendar items. 

 

I have done this for years, before Blackberries and iPhones. When I got my first smart phone (a Blackberry) I began to sync Contacts and Calendars (all items in the current PST file but not archives) and now have this readily available on my smart phone. 

 

Sync to Smart Phone: My current phone is an iPhone SE (6s) and I use iTunes to sync the items. It means my iPhone tells me where I am supposed to be and what I am supposed to do. This is outstanding organization when I am busy and nothing can be left to chance. Syncing to iTunes also backs it up, so if my phone is damaged (happened once) a new phone can be set up in minutes. 

 

 

 

Outlook Main Screen Organization:  I keep a traditional organization screen – folder tree on the left, Inbox top middle, Preview bottom middle and calendar on the right. I know where things are, what my current email is and where I am supposed to be. 

 

 

Keeping email on two computers using POP3:  There are several ways to do this. I use POP Peeper (esumsoft.com) as an email daemon to see if there is email, action Experts Exchange email without downloading it and deleting trivial email I do not need to keep. I set Outlook on both computers to never delete email. When I have it on both computers, I delete with POP Peeper. 

 

I never send email from my desktop computer, only from my Laptop. So, my laptop has all email – received and sent email. My desktop has all the received email. Accordingly, I need only back up my main PST on my laptop about monthly or when I am going away for a week or so.

 

Doing all the above takes a bit of incremental time, but practice (more than 15 years of it) makes it easy and provides me with a powerful organizational tool that is fast and efficient (because I archive) and tells me what I need to be doing (Calendar). I can easily get a Contact on the phone because I sync via iTunes (Contacts). 

 

I trust the above will help you use Outlook more effectively.

 


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by:Jackie Man
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Interesting.

Your writing and presentation s are much better than mine.

I use POP for archiving whereas IMAP for instance response so that you can see all sent emails at all mobile devices and removing all SPAM before I got the same email vis POP after a day or a week of work.
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by:John Hurst
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Thank you for you kind and gracious comments. You brighten my day!
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This article will help to fix the below errors for MS Exchange Server 2013 I. Certificate error "name on the security certificate is invalid or does not match the name of the site" II. Out of Office not working III. Make Internal URLs and External URLs the same. IV. Address book download issue.
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by:Senior IT System Engineer
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This is a very helpful post, thanks for sharing this great article.
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This article describes how to import an Outlook PST file to Office 365 using a third party product to avoid Microsoft's Azure command line tool, saving you time.
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by:Geeta Malik
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Thanks Ravi for your valuable comment. :)
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by:Sandeep Kumar
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Nice piece of info Geeta, but to export PST files to Office 365, one can use Microsoft azure method. It is definitely a time consuming process but a option if needed.

Alternately Kernel Import PST to Office 365 is available to migrate healthy PST & OST files (any number) with no size limit to Cloud based Office 365 at a very lost cost of $29 single user license only. One can import all or selective emails, Archive folder in original tree structure. To know more about the tool visit: https://www.nucleustechnologies.com/import-pst-to-office-365/
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Changing a few Outlook Options can help keep you organized!
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by:Karen Falandays
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LOL yes, I am readying a webinar course to put up there. As for the article, should I just remove the link to my website?
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You need to know the location of the Office templates folder, so that when you create new templates, they are saved to that location, and thus are available for selection when creating new documents. The steps to find the Templates folder path are given for Office versions from 2003 through 2016.
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by:Helen Feddema
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I will see if I can get that information.
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by:Helen Feddema
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David -- this is most curious.  For Access 2010, the location for database templates is C:\Program Files\Microsoft Office\Templates\1033\Access.  But for Access 2016, it is C:\Program Files (x86)\Microsoft Office\root\Templates\1033\Access\Part.  I have 64-bit Office and Windows, in case that makes a difference (it probably does).
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Mailbox Overload?
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Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note-taker, journal, and web browser.

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