Everything to Know About Outlook Data Files

If you are an Outlook user and want to understand the difference between OST and PST files, this tutorial will be helpful for you. Here, we provide a complete and reliable comparison between OST and PST files.

Let’s Learn About Outlook First,

As Outlook is the part of Microsoft Office Suite of productivity. It’s an email client that facilitates calendars, tasks, manager, contact manager, journal and contacts making it a comprehensive application for both personal and professional users.

In this write-up, we will show you the difference between OST and PST files. Here you will get the complete information and details about the Outlook data files.

OST File:

If you use MS Outlook with Exchange server then your data like emails, contacts, calendars etc. are saved on the server and when you enable the MS Outlook to save a local copy as well then it will be saved on your machine as an Offline Storage Table known as OST files with .ost as file extension. This offline storage table will help you view your data even when your Exchange server is not connected or you do not want to connect with it. OST and Exchange are synchronized every time you connect to the server.

PST File:

PST (Personal Storage Table) is a data file that allows users to store personal contents in their personal folder file. Specifically, PST files contain emails, contacts, tasks, and more, all stored on the client’s storage. Additionally, these folders reside on the user’s hard drive and serve to create archives or backups of your Outlook folder files. Furthermore, the personal folder files are saved in Outlook with a “.pst” extension. Generally, users of these personal folder files belong to a home group or a small organization. They commonly use ISP (Internet Service Provider) account protocols such as POP3, IMAP, and HTTP; consequently, all these protocols utilize “.pst” files.

Importance of Understanding the Differences Between OST and PST Files

• It helps users to manage their data effectively. Users can select the appropriate file based on their requirements, whether they require offline access or need to archive it offline.
• Awareness of file types is essential for effective backup strategies. Understanding file type strategies helps users to get any reliable methods for data recovery in case of file corruption or data loss.
• Different types of file formats with their own performance characteristics. By understanding these, users can optimize their Outlook performance, reduce Outlook loading time and improve overall efficiency.
• For business purposes, Understanding these differences is vital for compliance with data retention policies. Knowing when to use each file type can aid in maintaining proper records and fulfilling legal requirements.
• Understanding these considerations of migrating from one file type to another need to know the importance of knowing the plans accordingly. This knowledge ensures a smooth transition without data loss.

Detailed Comparison of Outlook OST vs PST Files

Feature	OST (Offline Storage Table)	PST (Personal Storage Table)
Definition	Used for offline access with Exchange Server.	Stores emails and data locally for archiving.
Data Synchronization	Syncs with Exchange server; updates automatically when online.	No synchronization; data is static and local.
Accessibility	Requires an active connection to Exchange for full functionality.	Accessible anytime, regardless of internet connection.
File Size Limitations	Limited by Exchange server configuration.	Size limits vary by Outlook version (up to 50 GB or more in newer versions).
Use Cases	Ideal for users in Exchange environments needing offline access.	Best for archiving emails and managing data locally.
Corruption and Recovery	Can be easily recreated by syncing with the server.	Recovery can be more challenging; it may require specialized tools.
Security and Compliance	Governed by organizational policies, providing better compliance.	Stored locally, may not adhere to security standards.

Difference Between OST and PST Files

• OST files act as replicas of the original files stored on the user’s computer, allowing access when the server is offline. In contrast, PST files contain the original files, enabling users to access them whenever needed.
• OST files serve as cached copies of email folders on the Exchange server, while PST files store original personal content on the user’s hard drive.
• OST files can be accessed offline which means it works in the absence of internet connection. But PST files require an internet connection.
• OST files are synchronized every time when they are connected to the server. But in case of PST files it is updated at every instance when the user makes any modification to it.
• The OST files are more stable and less vulnerable to data loss since it is a cached copy of folder files. But PST files are secured and still prone to vulnerable data loss due to local data storage.
• OST file folders are incompatible and work only with Microsoft exchange server instead PST file folders are compatible and can work with Exchange server.
• You can find OST files on the server storage, while PST files reside on the client storage. You can import OST files to other accounts as a mailbox, and you can use PST files for backup, making them easy to move from one computer to another.

Pros and Cons of OST Files

Advantages of OST Files

1. It offers offline access to your Outlook mailbox data.
2. Automatically synchronize with Exchange server
3. Ability to work seamlessly during connectivity issues.
4. Supports collaborative features in an Exchange environment.

Disadvantages of OST Files

1. Dependent on an Exchange server, limited use outside of this environment.
2. Complexity in data recovery if the server is unavailable.
3. Possible corruption issues that may require when resyncing for recovery.

Pros and Cons of PST Files

Benefits of PST Files

1. Convenient for local email storage and archiving.
2. Easily accessible without having data connectivity.
3. Can be useful for backup and migrating data between email accounts.
4. Flexibility in organizing mailbox data.

Lacks of PST Files

1. High possibility of corruption, especially for larger files.
2. Limited size capacity in Outlook version up to 2GB.
3. Not suitable for collaborative work in an organizational setting.

When to Use OST vs PST Files?

Recommended Scenarios for OST File

1. When working in a corporate environment with an Exchange server.
2. For users who frequently need offline access to their emails.
3. Ideal for collaborative work with multiple team members.

Suggested Scenarios for PST File

1. For personal archiving of emails and data management.
2. When users need to migrate from one Outlook account to another.
3. For those users looking to backup their emails without server dependency.

How to Repair and Export OST File data into PST Format?

If you want to export an OST file as an Outlook PST File then we recommend you to opt Jagware Microsoft OST to PST Converter as it offers to export selective or complete OST file data as PST format. This software is the best choice to keep metadata intact and it also maintains the on disk folder structure.

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1. Download and install software on your pc then launch it.
2. Click on the upload icon and select the OST file as you want to convert.
3. Now, choose the destination for the resultant PST File.
4. Click on the convert button to see a live progress report.
5. After completing the process successfully, Software will popup completion messages.

Superlative Performance Attributes of the Professional Approach

• This software can easily convert a single OST file or multiple selected OST files using the CTRL key, and it will automatically load the OST files.
• It preserves the formatting and metadata of every email, maintaining the original structure.
• With this application, you can create either a separate PST file for each OST file or a single PST file containing all the OST files, based on your requirements.
• This software features a user-friendly interface that allows you to manage the process easily without relying on technical expertise.
• You can also restore and convert damaged, orphaned, corrupted, or oversized OST files, as well as any version of Outlook OST files, and generate UNICODE PST files for easy access across all versions of Outlook.

Ending Remarks

Understanding the difference between OST and PST File is essential for data management. Both files serve distinct purposes, with the OST file enabling offline access and synchronization with Exchange environments while the PST file providing local storage and archiving capabilities for personal use. Selecting the appropriate file type based on their specific requirements can enhance your Outlook performance streamline data management and ensure better compliance with organization policies.

Often Inquired Questions

Why do I have an OST file instead of a PST file?
You have an OST file instead of a PST file because you’re using Outlook with an Exchange server, which allows offline access and syncs data when online.

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What are OST files used for?

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Can I replace an OST file with a PST file?
No, you cannot directly replace an OST file with a PST file. However, you can convert an OST file to a PST file for backup or migration purposes.