How to View Offline OST File in Outlook 2016?

Outlook Data Files (OST files) are created when you use Microsoft Outlook with an Exchange Server, Outlook.com, or Office 365 account in cached mode. These files store a local copy of your emails, calendar, contacts, and other data, which allows you to continue working offline when you don’t have an internet connection. However, sometimes you may want to view or access an OST file offline in Outlook 2016, especially if you’re working without an internet connection or need to recover data from an OST file.

In this article, we’ll guide you through viewing an offline OST file in Outlook 2016, whether it’s syncing with your server or not.

What is an OST File?

An OST file (Offline Storage Table) is a local copy of your mailbox data from the Exchange server or Office 365. When you’re connected to the internet, the data in the OST file syncs with your server, so you have the most up-to-date emails and other data. However, if you're offline or need to access data from an old OST file (perhaps from a previous installation), Outlook 2016 allows you to open and view it.

Methods to View an Offline OST File in Outlook 2016

There are two common scenarios for viewing an OST file in Outlook 2016:

1. Accessing a Live (Active) OST File: This is when your OST file is currently in use by Outlook and synced with your email server.
2. Accessing an Archived or Standalone OST File: This is when the OST file is not connected to an active email account and you want to open it to view past data.

Let's explore both scenarios.

1. Accessing an Active OST File (Connected to Exchange Server)

If your Outlook 2016 is set to work in cached Exchange mode (the default mode), you are likely working with an active OST file that’s constantly syncing with the Exchange Server. Here's how to view and interact with it:

Step-by-Step Process:

• Launch Outlook 2016 from your desktop or the Start menu.
• Check your connection to the Exchange Server. Outlook will sync with the server and download the latest emails and data to your OST file if you're online.
• Outlook allows you to view your emails, calendar events, contacts, and other data. The data is pulled from the active OST file, which automatically syncs with the server when you are connected to the Internet.

1. Offline Mode (if needed):

• If you wish to work offline (when not connected to the server or the internet), you can enable Offline Mode in Outlook:
• Go to the Send/Receive tab in the ribbon.
• Click on Work Offline. This allows you to access and make changes to your local OST file without syncing with the server.
• When you're ready to sync again, simply click on Work Offline to disable offline mode.

1. Opening and Viewing an Offline OST File (Not Linked to an Active Account)

If you need to access an offline OST file that’s not connected to an active account or Exchange Server (for example, if it’s an old OST file from a previous Outlook profile), Outlook 2016 doesn’t allow you to open it directly. However, there are steps to view and extract data from such files.

Option 1: Convert OST to PST (Using Outlook)

Outlook does not allow you to open an OST file directly if it's not connected to a live account. The solution is to convert the OST file to a PST file (Personal Storage Table), which can then be opened in Outlook 2016. Here's how you can do it:

1. Launch Outlook 2016.
2. Create a New Outlook Profile:

• Go to Control Panel > Mail > Show Profiles.
• Click Add to create a new profile and configure it with your current email account or any account you want.

1. Import the OST File:

• After setting up your profile, open Outlook with the new profile.
• Click on File > Open & Export > Import/Export.
• Choose Import from another program or file and click Next.
• Select Outlook Data File (.pst) and click Next.
• Browse to the location of the OST file you want to open and choose it.
• Select where you want to import the data in your new profile and complete the process.

After conversion, you can access the OST data in a PST format, which is easier to open and view in Outlook.

Option 2: Use a Third-Party Tool to Open OST Files in Outlook

If you don’t want to convert the OST file to PST manually, there are third-party tools specifically designed to open, view, and extract data from an OST file without needing Outlook to be connected to the Exchange Server.

Use one of the best and all-in-one CubexSoft OST Converter software for Mac & Windows. This software especially comes with so many advanced and unique features for effortless conversion of OST files to PST in Outlook 2016 and other versions. It allows you to bulk import OST file into Outlook PST format and other file formats such as PDF, MBOX, EML, MSG, DOC, RTF, TXT, Office 365, and many more. It offers simple and easy-to-use functions, so technical and novice users can easily use the software without any help. The software ensures that all of your data is transferred correctly during the conversion, including emails, contacts, calendar events, tasks, and notes. The tool offers selective conversion options, allowing users to choose which data to convert from an OST file. This means that you can select specific folders (Inbox, Sent Items, Calendar, Contacts, etc.) or even apply filters based on dates or email content.

Conclusion

Viewing and accessing an offline OST file in Outlook 2016 can be a straightforward process when the file is still connected to a live Exchange or Office 365 account. However, if the OST file is standalone (i.e., not linked to an active account), you'll need to convert it to a PST file or use third-party tools to open, view, and extract its data.

By following the steps outlined above, you should be able to successfully view your offline OST files in Outlook 2016, and continue working with old emails, contacts, and calendar entries. If the file is corrupted or not accessible, consider using a professional software OST to PST Converter to migrate your data.