How to Convert PST to OST File Format? Expert Tips

Approved By Rollins Duke

Published On August 13th, 2024

Reading Time 8 Minutes Reading

About Blog In Short: In this blog, we will learn how to “convert PST to OST files in Microsoft Outlook”. We will provide suggestions and techniques on “how to import PST files to OST files”. If you are backing up data, migrating data, or fixing problems with your Outlook data, this could be helpful so read the blog till the end carefully.

When it comes to “how to convert PST files to OST,” users must be clear that it is not possible to import PST files to OST files because of their basic differences. For a more thorough explanation read the difference between PST and OST file formats given below:

What are PST and OST File Formats?

Features	PST Files	OST Files
Use of File Format	Mostly used with web-based mail accounts (such as Outlook.com), POP3, and IMAP.	Mostly used with Outlook.com, Office 365, and Microsoft Exchange accounts configured as Exchange accounts.
File Storage Location	locally saved on the user’s desktop.	Kept locally on the user’s PC.
Synchronization	No synchronization with the server happens automatically.	After connection, synchronizes automatically with the Exchange server.
Accessibility	Available for use on any device that has the file imported and users can convert PST to multiple file formats.	limits to a single Exchange account and is challenging to move.
Creation of File	You can create manually by exporting Outlook data as a backup.	Created automatically when Outlook is configured to create an Exchange account.
Data Recovery	Can be imported into Outlook to access emails and other data.	Used for storage; not designed for import/export or direct recovery.
Security	Can be secured with a password, but it’s not protected by default.	No option of password protection.

Why Do Users Want to Convert PST to OST File Format?

Now in this section, we will discuss the common user scenarios and the valid reasons why users want to Import PST Files to OST.

Migrating to Exchange or Office 365: In this scenario, an individual or organization is switching from an Exchange Server to a local email system.

Reason: Users need to convert PST to OST file format for their PST data to be synchronized with the server and accessible offline via an OST file.

Centralized Data Management Scenario: A business and professional user centralizes email data management by switching from separate PST files to a centralized Exchange/Office 365 system.

Reason: OST files offer a method for managing and syncing data Import Multiple PST Files into Exchange Server accounts. Which allows users to access their Outlook data and manage it systematically with backups.

Better Data Security and Integrity Scenario: When an Organization or user wants to improve data security and integrity.

Reason: Exchange Server provides more comprehensive data protection. One way for users to take advantage of these security features and make sure their data is better protected when you migrate PST to Office 365/Exchange.

Why Direct PST to OST Conversion is Not Possible?

Now in this section, we will explore the reasons why it is not possible to convert PST to OST directly:

OST files provide offline access to server-based data whereas on the other hand, PST files are used for local archiving and storage.
The internal structures and formats of PST and OST files are different because what they were designed for different motives.
PST files are stand-alone and not dependent on a server. But OST files are connected to an Exchange or Office 365 server.
PST files do not provide real-time synchronization on the other hand however OST files sync with a server to reflect server data.
While OST files are automatically generated and managed by Outlook through server synchronization, PST files are created and managed manually.

What is The Best Way to Convert PST Files to OST File?

Although there is no easy way to convert PST files to OST file, you can get the same outcome by importing PST data into an Office 365 or Exchange account, which will use an OST file for offline access. For this process, here are some guidelines to import PST files to OST using MS Outlook 2013 – 2021:

1st Stage: Quick Steps Before You Import Files PST to OST File

Firstly, make sure that you have created a backup file for PST file before you Convert PST to OST which will help you from data loss.
After that, Verify that your Outlook account is set up for an Exchange or Office 365 account. The creation of an OST file requires this.

2nd Stage: Import PST Data into Outlook

Firstly, open MS Outlook with a configured Exchange account.
Now, select Import/Export under File > Open & Export.
Click Next after selecting Import from another application or file.
After that, click Next after selecting Outlook Data File (.pst).
Locate your PST file by browsing to its location and select it,
Now, select the relevant duplicate handling settings.
Lastly, click Complete after selecting the mailbox.

3rd Stage: Synchronize with Exchange

Outlook will automatically synchronize the imported PST data with your Exchange or Office 365 server after it has been imported. Your mailbox’s data will be created and changed in the OST file via this process.

How to Import PST Files to OST in Outlook 2010?

Launch Microsoft Outlook 2010 on your computer, then select File.
After that, click Open before selecting the Import option.
Click Next after selecting Import from another application or file.
Next, click Next after choosing Outlook Data File (.pst).
Click Next after selecting a PST file from your computer.
To convert PST to OST, choose a folder, then click “Finish.”
To make a new folder, right-click on the configured profile.
Drop imported PST files into the recently formed OST folder.

Convert Outlook PST to OST in Outlook 2007 & 2003

Open Outlook 2003 or 2007, then choose File from the menu.
To open the Wizard, select the Import and Export option.
Choose Import from another program or file after that.
Click Next after selecting Personal Folder File (.pst).
To import a PST file from your computer, browse it and click Next.
To import PST file data, select a folder and press “Finish.”
See the import PST file in the left side panel after that.
The configured profile can be right-clicked to create a new folder.
Drag and drop the imported PST file under the new OST folder.

Experts Suggestion on How to Convert PST to OST File?

Because both file formats differ naturally, there is no way to convert PST files to OST files directly. However, using a flexible utility such as Mailsware Outlook PST Converter can still be quite advantageous for users. By the use of this utility, users can import PST and OST files and convert them into multiple different formats.

convert pst to ost and other file format

This tool provides a great deal of data management flexibility. This functionality can be very beneficial for people who want to move and manage their data successfully.

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Simple Easy Steps to Change PST File to OST File

Download and start the software.
Now, select the add Files or add Folders option.
Next, select the required subfolders and click on the next Button.
After that select IMAP as the saving option.
Enter the email address and password of your IMAP account then click on Next.
Now, you have import PST emails into your email account sucessfully.
lastly, Configure the same email account in MS Outlook to get the OST file.

Conclusion

Now it’s time to conclude the blow so let’s wrap up the whole blog in a few lines in this blog we have learned that because of OST and PST’s basic characteristics when users want to convert PST to OST files directly, they do not find the right solution on the internet. Whereas OST files enable offline access to server-based data, on the other hand, PST files are designed for local storage and backup.

Similar outcomes can be importing PST data into an Office 365 or Exchange account, which generates an OST file for offline access automatically. Tools such as Outlook PST Converter are helpful for improved data management since they let users import PST and OST files and convert them into different formats. This gives users versatile options for managing and migrating data.

Frequently Asked Questions (FAQs)

Q: Why can not PST files be converted straight to OST files?

Because PST and OST files have different structures and serve different purposes convert PST files to OST directly is not possible. Whereas OST files are connected to an Exchange server and synchronize data with it, PST files are used for local archiving. There are substantial differences in the synchronization techniques and underlying formats.

Q: Can I browse an OST file and manually import PST data?

If you want to import PST files to OST directly there is no option to convert PST to OST only they can be imported into an Outlook profile that is linked to an Exchange or Office 365 account. The OST file will provide access to the imported data once it has been synchronized with the Exchange server.