An OST file (.ost), which stands for Offline Storage Table, is an offline data file created by Microsoft Outlook. Offline users can work offline with the help of offline folders, and when they connect the next time with Exchange Server, they can synchronize the changes. Now we know what is an OST file. Basically, an OST file allows you to perform all the email tasks without internet, and when you come online again, everything will be updated on the server.

An OST file includes data and account information like the data of calendars, contacts, tasks, and email messages.

How Does The OST File Work?

When Outlook is configured from the Exchange or Office 365 account –

1. You have to download a copy of your mailbox data from the mail server to the OST file in your local machine.

2. The changes you will make while being offline will be stored locally on the OST file.

3. When reconnected again, the OST files are synchronized with the server, updating both ends with the latest and new changes. 

Features Of OST File

After we read about what is an OST file, here are the following features that should be considered regarding OST files:

1.      OST files save all the data of tasks, calendars, contacts, notes, and mail.

2. People can archive and back up the OST (Offline Storage Table) files in Outlook PST (Personal Storage Table) file formats.

3. The data from IMAP, Exchange, Office 365, and Outlook accounts can be saved in OST files.

4. The changes done in the file are automatically saved locally and then they are synchronized to Outlook when the email server gets the connection.

5. The size of the OST files can also be minimized if a user wants to do minimize it.

6. Additional mailboxes can be shared by linking them to the Exchange Account.

Benefits Of Using OST Files:

Here are the following benefits for using OST files:

1. Better performance – Having access to local data is much faster than getting it from an internet server every time. This speeds up loading email, folders, and searches, especially in the case of slow internet connectivity and large mailboxes.

2. Offline productivity – People can read and manage emails, calendars, tasks, and contacts even when there is no connectivity. It is convenient for people who like to work offline or convenient for flights and unreliable internet.

3. Availability of local backup—The mailbox gets stored locally in an OST file. Even if the internet connectivity goes down, people still have access to their emails or recent items. 

Downsides Of OST Files

Here are the following downsides of OST files:

1. Linked only to one profile and server – OST file is locked to a single Outlook profile and the specific server mailbox. PST cannot be transferred or opened in another profile until you convert that OST file into a PST file.

2. Risk of Data Loss – Any changes that were made offline and have not been synced yet, there are chances to lose them if the file gets corrupted or damaged.

3. Not a reliable backup—OST files are not a reliable backup for mailboxes because—

If the exchange or Office 365 mailbox is deleted, then you cannot access the OST data.

4. File size problems – Exceeding the size limits can lead to corruption or damage of the OST file size.

Creation, Maintenance, And Repair of OST Files

After gaining knowledge about what is an OST file, its features, and its methods, it is essential to learn about how to maintain it and how to keep check on repair of OST files.

1.  When there is no connectivity to the Outlook mail server, it automatically creates the OST files.

2. OST files can be damaged or corrupted. The repair of OST files could be done with the help of using Outlook inbox repair tool called Scanpst.exe.

For Example: a file got corrupted after a sudden shutdown or local system errors. To overcome these errors, Outlook has an inbox repair tool named Scanpst.exe.

Scanpst.exe can be used for both PST and OST files. It repairs the damaged or corrupted Outlook data files.

  3. Apart from using these, there is a best solution to repair OST files. The best solution is the BitRecover OST Repair tool.

The above mentioned OST repair tool is useful in many ways. It allows you to break the corrupted files and convert the files into small and reusable files. It also allows users to save fixed files into 14 file formats.

Methods To Reduce OST File Sizes

1. Sync Slider – Enable users to cache only the recent items as opposed to their whole mailbox.

2. OST File Recreation – To recreate the OST (.ost) file, we have to change the name to (.old) when Outlook is closed.

3. Synchronization Filters – People can get these filters to choose what gets synchronized and gets stored in (.ost) files. 

How to effectively manage OST files

1. By backing up regularly—people can use PST exports for the actual data backups.

2. By safely using Outlook—People should close Outlook properly to avoid the damage or corruption of the OST files.

3. Check the file size – The file size should be kept under check as to avoid the damage and performance issues.

4. Use Recovery Tools—Use the Microsoft built-in tool ScanOST or other tools to avoid the damage of the OST files.

 Conclusion

In the end, we know everything about what is an OST file, its features, its benefits, its downsides, its creation, its maintenance and repair of OST files, methods and management. Basically, OST files are an important part of Outlook’s offline functionality, offering convenience, help, and efficiency for people who want uninterrupted access to their mailbox.

However, it is very necessary to learn the limitations of OST files and manage them correctly to avoid any damage or corruption. For migrating, sharing, and storing it for a long time, the OST files should be converted to PST files, as it is the best option.