If you are an Exchange Administrator who wishes to export Exchange OST to Outlook 2016 PST, file format because of hardware or network failure, synchronization error (that occurs during synchronization of OST file in your system with Exchange Server in your organization), abnormal termination of MS Outlook, server crash due to virus attack or server breakdown, or any other reason.
We have found about three useful methods that can apply to convert OST to PST file successfully. These methods have been explained in the below sections.
Methods to Export OST File into PST Format
Method 1: Using Outlook Import/Export wizard
Using Outlook Import or Export wizard method will allow you to export data from offline OST file to PST format. It will also allow you to save the exported data into CSV and Excel format. To do so, follow the steps mentioned below:
Step 1: Open MS Outlook 2016 program on your system.
Step 2: Click on the File tab and then ‘Open & Export’ option.
Step 3: In Open window, click on the Import/Export option.
Step 4: In ‘Import and Export Wizard’ click on ‘Export to a file’ option and then on the Next tab.
Step 5: In ‘Export to a File’ dialog box, select Outlook Data File (.pst) from ‘Create a file of type’ and then click on the Next tab.
Step 6: In ‘Export Outlook Data File’ dialog box that appears, Select the folder to export from, check ‘Include subfolders’ box and then click on the Next button.
Step 7: In ‘Export Outlook Data File’ dialog box, click on the Browse tab to save exported PST file at a desired location and then click on the Finish tab.
Note: This method works only if the user is connected to MS Exchange Server.
1. Affordable as it uses Outlook’s in-built Import Export wizard
2. Requires you to be technically sound
3. Takes time for completion
Method 2: Archiving
Archive feature in Outlook can be used to export mailbox items to PST file. However, exporting mailbox data by this method does not allow archiving Contacts. The steps involved in this process are as follows:
Step 1: Open MS Outlook 2016 client.
Step 2: Click on the File tab that brings Info on the left side and Account Information. Here, click on the CleanUp Tools and then on the Archive option.
Step 3: An Archive dialog box appears wherein you need to ensure that ‘Archive this folder and all subfolders’ option is selected (it is selected by default). Further, select the folder that you wish to move to PST (for instance: Inbox). Next, in the ‘Archive items older than’ box, provide an appropriate date from the drop down menu and click on the OK tab. With this, all the items that were received till the provided date will be archived.
Note: With this method, you can export all OST file data to PST format except for Contacts.
1. Cheap and affordable
2. Requires technical expertise
4. Contacts cannot be exported
Method 3: Drag and drop mailbox items to new PST file
This method is another way that can be used to move mailbox items of OST file into a new PST file. To do so, follow the steps mentioned below:
Step 1: Open MS Outlook desktop email client.
Step 2: Create a new blank PST file in your Outlook.
Step 3: Drag all the mailbox folders which you want to export to the newly created blank PST file.
Note: You cannot drag Contacts, Inbox, and other default folders into a PST file. So, you simply need to copy these folders from OST to PST file.
1. Simply requires you to drag and drop
2. Involves errors
3. Repetition of the process is required for every item that needs to be moved to the PST mailbox.
4. Default folders such as Inbox, Calendars, Contacts, etc. cannot be moved directly and the creation of a new PST file is required to manage data in a structured manner.
5. Takes time to export the items
You are now well-informed about the four methods using which you can export Exchange Server offline data (OST) file into Outlook 2016 PST format.
The pros and cons associated with each of the methods, you can easily select the method based on your needs and requirements.