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Tuesday, 23 June 2015

Troubleshoot OST file error: “cannot open your default email folders, the file xxxx.ost is not an offline folder file”

The offline storage table is one of the important MS Outlook data files and used by Exchange Server to allow the users to access their emails and other mailbox items even in the offline mode. User can even create, modify or delete the data in the offline mode, and the relevant changes are then automatically synchronized with the mail server when the internet connectivity is back or available.

 The OST files work as the mirror image of exchange database mailboxes available on the user machine, which works when cache exchange mode is enabled. In simpler term, the OST files are an exact replica of exchange mailboxes stored on the host machine.

However, user may sometime face inaccessibility issues by throwing an error message like: ‘cannot open your default email folders, the file xxxx.ost is not an offline folder file’. This error message restrict users to access any mailbox data, no matter how many times they try.

Reasons for the occurrence for this error message:
  1. When offline storage table files (OST) get corrupt or damaged, it is generally not identified by the Outlook and hence MS Outlook does not report about this error
  2. MS Outlook fails to synchronize the offline folders with the associated exchange mailboxes and therefore displays such error.
  3. Communication woes between Exchange Server and Outlook may also result in this error message
  4. Sometimes, virus intrusion or unreliable internet connectivity may be a reason for this error
In such critical cases, the aftermaths of this error message may even lead to information lapse or may affect the complete mailbox data to become inaccessible to open the Outlook mailbox.

Troubleshooting the error message

Follow the Three-method manual technique to resolve this error, but before implementing the methods make sure you have kept the latest and complete backup of the data for safety purpose.

METHOD 1
Search OST file and check its file information
  • Find out the specific OST file which is creating trouble and displaying this error message   
  • If Outlook is working properly, then try renaming the damaged OST file with a fresh name and then try opening it the MS Outlook application.
  • Make sure that provided user profile information is accurate in Exchange Server as well as MS outlook.
  • Check that stable internet connection persists between Exchange Server and MS Outlook.
METHOD 2 :

Identify hardware and software problems
Make sure that there is no software or hardware conflicts that is causing this issue. You may verify that all the available components are working correctly such as data cards, connectors, routers etc. without any interruptions.

METHOD 3:

Remove and Recreate existing Outlook profile
In this method, this error message has been tried to resolve by deleting the current Outlook profile and replaced by the newly created profile:

Follow the below given steps
  • On the “Start” button, select “Control Panel”.
  • Open “Control Panel” window, double-click on “Mail” option to open it.
  • In “Mail Setup” window, go to the profile section and click “Show Profiles” option to open it.
  • From the available list of profiles, click & choose the profile to be removed.
  • On the General Tab, click “Remove” button to delete the chosen profile.
  • Now, go to “Add” button and click to create and add new profile.
  • Facilitate the account information for that profile and click on “OK”.
  • Lastly, launch the Outlook profile and verify if the problem has eradicated.
However, if the problem still persists, then try using professional third-party recovery software to fix it for you automatically. Kernel for OST to PST is a reliable OST file recovery tool that restores offline storage files in every corruption condition and enables users to save them in the desired platform like Outlook, Office365, email server or web mail in a single attempt. This OST recovery software embeds advanced algorithms to let you execute flawless conversion of OST files to PST files with utmost safety, speed and convenience. Download Now : http://www.recoveryfiles.org/download-ost-to-pst-converter.html

Tuesday, 21 October 2014

Getting error message “The file cannot be used because it was created for a different user"? Scroll to get a solution!

MS Exchange user is already well-aware of the importance of Offline Storage Table (OST) files. OSTs are relied upon by the users, when the exchange server is down or some problems are being encountered while setting up the internet connection to synchronize OST with the exchange server. It lets you access your crucial data anytime without requiring you to get online. But the main issue arrives when these OST files suffer from corruption. The common reasons which usually comes out to be the reason of OST file corruption are hardware or software malfunction, 2 GB file size limit-exceeding which the OST becomes corrupt, abrupt termination of MS Outlook application, synchronization problems, power shortage, etc. 

Apart from the aforementioned common issues, sometimes the user encounters some other OST errors as well. Let us go through a real-life scenario to understand the situation in a better way. A user somehow encountered corruption of his user mailbox maintained on the exchange server, which made all his files inaccessible. If such a scenario takes place, then a new user profile has to be created on the exchange server. But this does not guarantee that you will be able to access your OST again. Likewise, the user after creating a new profile when attempted to open the OST file, ended up encountering the following error message:
"The file cannot be used because it was created for a different user."
Now, this error message simply indicates that the OST file has gone to an unusable state. Therefore, to access the data items of that OST file, one thing which can be done is, convert the OST into PST format. Then, import that PST file in MS Outlook and you will be able to access the data items contained within it.


To convert the OST file into PST and that too without putting in much effort, you can use a commercial OST to PST converter tool. There are plenty of them available in the software market. To choose the correct one suiting your needs, you can try a free demo version of the software which you think will be suitable for you. After using it, if you find the functionality good enough then purchase it’s full version. 

Kernel for OST to PST is one of the most optimal solutions available at present. It is bundled with a set of wondrous features and with the ability to handle every sort of corruption or error issue. With this utility, you can even repair the corrupt OST file before converting it into PST format. It converts the entire OST mailbox including emails, attachments, contacts, tasks, appointments, meeting requests, distribution lists, posts, etc. into PST mailbox. While performing the migration, the software ensures that the integrity, properties and formatting of the data remains intact and unhampered.

A free demo version of Kernel for OST to PST can be download from http://www.osttopstconvert.recoveryfiles.org/ website for evaluation purpose.

Sunday, 12 October 2014

How to react to the situation when your email gets stuck in the Outlook Outbox folder and refuses to be delivered?

There are times when you need to send an important message to someone and it gets stuck in between. Failure to send a message can hamper the usual work flow and instigate a lot of delay in usual day to day process. There could be many reasons leading to this situation such as, email containing large attachment, trying to open the email when it is already in the list of send/receive process, incorrect settings, absence of proper authentication, no internet connectivity, no default email set, virus attack damage conditions or usage of Outlook by some other tool.
If the email is stuck because of large attachment, then removing it, resizing it or sending the attachment in parts must be the right way. To delete the specific email, you can go to that email and delete it by right clicking on it and selecting Delete option. To edit the email, set Outlook in Offline mode and drag the email from Outbox to Drafts folder and proceed with the changes. If you get the error, “Outlook has already begun transmitting this message”, then there are very little chances you can edit the email. You must wait for the send process to complete. 
If this does not solve your issue, there might be chances that the Outlook email settings are not correct. Verify the password by logging in to your profile in Outlook. If you have recently changed the Outlook.com password then you must change the account password in Outlook as well. Here is how to change the password as required:
  1. Go to the File menu->Info->Select the Account Settings
  2. In the Account Settings dialog window: select account where you need to change the password and click Change
  3. Type a new password in the corresponding field and Click Next to finally finish the process.
If the account is not properly authenticated with the Server, then you must check the settings and do the required. In Outlook 2010, you need to go to the File tab, Click Account Settings and Double click the Advanced Tab. Click on Tools menu ->Accounts settings and go to Email. Switch to the Outgoing Server Tab and check if the Outgoing Server Port number is correct (it should be 25 for SMTP accounts).
If the Outlook is set to work offline, then change it to “Online” mode. Go to Send/Receive tab -> Preferences group -> click the Work Offline button to toggle it off. Check in task bar if program is using MS Outlook. In case of virus attacks, some process might be using the email application at the back. You need to stop the process and remove the virus from the system. These could be few tricks to deal with the email stuck situation. However, if nothing resolves it, the MS Outlook might be damaged or some OST file with it and the best way to repair OST file is by downloading a third party tool for it.
Kernel for OST to PST Conversion performs quick and easy OST repair and saves everything in PST, EML, MSG or DBX format as required. The software requires no technical expertise and can be used by anyone. The tool repairs emails, calendars, contacts, tasks, posts, task requests, journals, notes, appointments, meeting requests, distribution lists, etc. with complete accuracy in less time. It allows user to save specific items based on given criteria and fully supports password protected OST file conversion also. Also available in trial version to try the tool before purchase, this is the best solution to deal with OST damage situations. Download free version : http://www.osttopsttools.com/

Wednesday, 8 October 2014

What to do if the Sync Issues folder for Outlook contains warnings, "Synchronization of some deletions failed" error.

Few days back I was trying to synchronize my Outlook 2010 mails with the Exchange Server 2010. It was a normal sync action that I wanted to perform. After the process, I checked the emails and found some discrepancy. There were some items that I could read in Outlook Web Access but was not able to get them in my mailbox. I discovered that for such discrepancies in synchronization, Microsoft provides “Synchronization Issues Folder”. It consists of all the logs and items that MS Outlook is unable to sync with the Exchange Server. 
 
The folder comprises of “Sync Issues” sub folder along with few other options that consists of all the synchronization logs which were earlier (in MS Outlook earlier versions) stored in Deleted Items Folder. The contents of this sync folder are not stored in Exchange Server, that is, the only way to view these files is from my computer not from somewhere else. When I checked the contents of Sync Issues folder, it had the following error descriptions:

        15:39:32 Synchronizer Version 14.0.6109
        15:39:32 Synchronizing Mailbox 'user profile name'
        15:39:32 Synchronizing local changes in folder 'Deleted Items'
        15:39:32 Uploading to server 'outlook.xyz.com'
        15:39:32 Synchronization of some deletions failed.
        15:39:32 [80004005-501-4B9-130] (Error Code)
        15:39:32 The client operation failed.
        15:39:32 Microsoft Exchange Information Store 

    Here, the errors that were described could have been due to deletion of Exchange mailbox or non existence of that specific file in the mailbox. In most of the cases, these errors occur when the items no longer exist in the Exchange mailbox. Additionally, the warning may have been logged because of the Exchange Server failure to delete an item. Also, the OST file may have gone damaged. On a little searching, I found “OST Integrity Check” tool. It was an inbuilt utility by Microsoft and all I had to do was find it, exit MS Outlook and start using the tool.
     
    I selected my “Outlook profile” by going to the Profile name list and opted for “Repair Errors” checkbox. On clicking “Begin Scan”, the tool checked everything and enlisted OST issues in my mailbox. These OST issues were listed under Deleted Items folder. However, the entire process required a lot of time and efforts. Moreover, it told me the damage but I could not repair anything. 
     
    Then I looked for third party utility tools available and found “Kernel for OST to PST Conversion” software that was easy to use, interactive tool to perform complete OST conversion. Other than being simple, it did convert all my damaged OST file within minutes; it also gave me options to save the recovered items in PST, DBX, EML and MSG format. The tool had no limitation for the file size for recovery and it didn’t require the original Outlook profile as well. Additionally, the tool gave me options to preview everything recovered and save the items selectively. All in all, it was the easiest and most effective way I found out to convert the damaged OST files and save my files accordingly. Visit here : http://www.osttopstconvert.recoveryfiles.org/

    Thursday, 18 September 2014

    Resolve OST error issues and retrieve its data by converting into PST

    MS Outlook and Exchange server together makes the business communication via email quite seamless and smooth. For every user, MS Exchange server creates a user profile which is unique in itself and can be accessed on MS Outlook. When the user profile is created for the account, an OST file is automatically created that maintains an exact copy of the mailbox which is present on the exchange server. It can be accessed in the offline mode and gets synchronized when the connection is setup.

    All goes well until the synchronization of OST gets automatically done with the exchange server but when the OST starts showing abrupt behavior such as no synchronization even after the connection is set up or does not opens up easily then it implies that OST has probably gone corrupt. Sometimes the reason of OST file corruption is exchange server crash, exchange server downtime, accidental user account deletion, database corruption, virus intrusion, etc. but at other instances the occurrence of errors notifies that something has went wrong. 

    Let us consider a real life scenario where a user tries to open an OST file to access the data items but due to security issues, was unable to do so. Upon trying he encounters the following error: 
    Unable to open your default e-mail folder. The file
    C:/Documents and Settings/User Name/Local Settings Application
    DataMicrosoftOutlookoutlook.ost
    cannot be accessed. You must connect to your MS Exchange Server at least once before you can use your offline folder file.
    To get rid of this issue you can manually export this file to PST format and can try accessing it. To perform the steps by your own, follow the steps below:
    1. Launch the MS Outlook application
    2. Go to Tools Menu -> Account settings -> Email account -> More settings
    3. Now click on the Advanced tab and then select ‘Use cached Exchange Mode’ checkbox.
    4. Click Offline Folder File Settings and then locate the OST file by clicking on Browse button
    5. Start Outlook again.
    6. Now, click File -> Import and Export -> Export to a file -> Personal Folder File (.pst)
    However, if these steps still does not enable you to access the OST file data items then you are left with only one option. That is, OST to PST conversion by using a commercial OST to PST converter tool. But the major question here is, how to choose the appropriate software amongst the variety of them available in the market? Well, you have to set your priority list based on which you can select the right tool for your needs.

    First and foremost, the software should be able to deliver the precise results and should be compatible with the MS Outlook and Windows versions which you are using. Secondly, it should perform the task quickly and should be able to recover multiple files simultaneously so as to save time. To analyze the worth of the software before purchase, you can download and try its free demo version. One such proficient tool which is available with a free demo is Kernel for OST to PST software. It is an efficacious tool that recovers the corrupt OST along with all its data items quite accurately. Also, it allows recovery and conversion of multiple OST files simultaneously. Read more : - http://www.converter.osttopstfree.com/

    Thursday, 4 September 2014

    How to Recreate an Offline Outlook Data (OST) File in MS Outlook 2010

    When you use an Exchange account, your emails and other mailbox items are stored on a mail server. If you want to work offline when Outlook is not connected to Exchange, you can do this by configuring offline mode (or Cached Exchange Mode) in Outlook. The offline working in Outlook is facilitated by OST. In offline or Cached Exchange Mode, Outlook keeps a local copy of emails and other mailbox items as offline Outlook Data File (OST).

    Offline Outlook Data File (OST)

    While working in the offline mode, the OST files hold the data of the Outlook profile. When Exchange connection is established, OST files are synchronized with the Exchange mailbox to make their data identical. As OST file is a replica of the Exchange mailbox, there is no need to back up OST. When necessary, Outlook can create it from the Exchange mailbox.

    Synchronization Errors in Outlook

    Sometimes you may find that items are missing or inaccessible in OST file or Exchange mailbox even after synchronization. This is because of errors in the synchronization. In earlier versions of Outlook, Scanost.exe (OST Integrity Check Tool) was available to fix the synchronization issues. However, it is not available in Outlook 2010. But users can re-create the OST file to fix the issue.

    OST Corruption

    If you are not able to open the OST file, you can presume that it is corrupt. Upon trying to open a corrupt OST, you may receive messages of the type:
    • OST file cannot be accessed in Outlook
    • Microsoft Exchange Server reported Error
    • Unable to expand the folder
    • Cannot open the emails folder. ‘The file xxx.ost  is not an offline file’
    How Recreate OST File in Outlook 2010

    Exit the Outlook application completely, before starting to create a new copy of the OST file.
    1. Go to Control Panel and click/double-click Mail.

    2. The Mail Setup dialogue box with the name of the current profile appears; click E-mail Accounts….
    Note: To change to a different profile, click Show Profiles; select the required profile and click Properties.
    1. On the E-mail tab (of the Account Settings dialogue box), select the Exchange account; click Change.

    2. Clear the Use Cached Exchange Mode checkbox; click More Settings…

    3. Click Offline Folder File Settings on the Advanced tab.

    4. Click Disable Offline Use; click Yes in the appearing dialogue box.

    5. Again, click Offline Folder File Settings; click OK.

    6. Click Yes in the appearing dialogue box.

    7. Select the Use Cached Exchange Mode check box under Cached Exchange Mode Settings.

    8. Click OK; click Next; finally click Finish.

    9. Click Close in the Account Settings and Mail Setup dialog boxes
    How to Fix OST Corruption Issues after Exchange Disasters and Crashes

    It is not possible to recreate the OST file at a time when Exchange is down due to crash or disaster. But it is possible for you to use the offline files to establish the Outlook communication. For this you need to convert your OST files to PST using a professional tool like Kernel for OST to PST. To know more about this tool visit here: http://www.osttopstconvert.recoveryfiles.org

    Wednesday, 27 August 2014

    How to repair the damaged Offline Folder (OST) files and access data from them?

    OST (Offline Storage Table) is an offline folder file that holds data of Outlook profile when you are in the offline mode. These files keep a copy of emails and other attributes of Outlook from Exchange Server. While synchronizing an .OST file in MS Outlook with your mailbox on the Exchange Server, you might face few error messages such as:
    • "Cannot open your default email folders. The file xxxx.ost is not an offline folder file."
    • "Unable to expand the folder. The set of folders could not be opened. Errors could have been detected in the file xxxx.ost. Quit all mail-enabled applications, and then use the Inbox Repair Tool."
    • “Encounter a large numbers of conflict items”
    • “Cannot open particular Outlook items when offline”
    •  “OST file cannot be accessed in Outlook”
    The occurrence of any of the above-mentioned error message simply indicates that the stored OST file has gone corrupt or damaged. There may be numerous reasons responsible for the corruption of these .OST files and are categorized as:
    • Hardware Reasons: Data storage device failure, networking connection failure, power failure
    • Software Reasons: Incorrect file system recovery, virus or other malicious attacks, abnormal termination of MS Outlook, synchronization error, deficiencies in Outlook programs.
    On corruption of OST files, they need to be repaired to recover the entire email data with complete accuracy. Microsoft Outlook itself provides an inbuilt OST Integrity Checker (Scanost.exe) that helps in identifying and repairing the OST file synchronization issues. This tool scans both damaged OST file and the mailbox on the Exchange Server, compares the email items and folders in both, and resolves the synchronization issues. This inbuilt tool does not alter the mailbox on the Exchange Server but records the differences in the scan log that can be resolved. The scan log also identifies the situations that the tool could not resolve and needs to be fixed manually. Note that, to use the OST Integrity Checker, you must be connected to your Exchange account so that the tool can scan your mailbox folders and items.

    Another inbuilt tool for OST file recovery is the Inbox Repair tool (Scanpst.exe) that scans the .OST files and analyzes the file structure integrity. This tool also helps in diagnosing and repairing the errors in Exchange OST files. The tool scans the .OST files and ensures that the file structure remains intact. Moreover, the tool does not interact with the Inbox folder on the Exchange Server in any means.

    In case both these OST Integrity Checker (Scanost.exe) and Inbox Repair tool (Scanpst.exe) fails to repair the damaged, corrupt or inaccessible OST files, then you must use a third-party tool like Kernel for OST to PST. This third-party solution accurately repairs the damaged OST files, recovers the entire email data and stores them in PST files. On performing conversion from OST to PST, the entire email items can be accessed with Microsoft Outlook. This tool works well with Windows 8 and Windows 8.1 OS platforms. Available in two different licenses – Corporate ($199) and Technician ($299), it can be downloaded for free as trial version to evaluate its capabilities.
    To download Kernel For OST to PST Software visit here: http://www.recoveryfiles.org/download-ost-to-pst-converter.html