A Real-time Scenario of Outlook Mail Data Loss and How to Easily Extract OST Objects to a PST File

I was using Outlook 2007 on my client computer. I had tons of contacts, emails, calendar entries in my Outlook data file. I was able to log on to the domain till last week. But there were problems with the login a few days back. So, I deleted my domain user account in the Active Directory and recreated a new account having the same name. I probably thought that the new account will automatically take the properties of the old one. It was now that I ran into a number of other profile issues and came to know that the Exchange was not running. When I started Outlook with the new account, it tried to create a new user profile and connect to the Exchange Server. But it did not succeed. It seemed that I had lost all my vital Outlook mail data.

I was not able to connect the old mailbox to the new account somehow. This issue possibly had one solution and that was converting the Outlook OST file to a PST file. Then, creating a new profile and getting all data in this profile. But this wasn't an easy job. I had to rigorously search for an efficient third-party OST to PST Converter software that would do the trick for me. I had already run the demo versions of various products, but none of them assured a complete conversion. I decided to contact a 'System Admin' for a quick fix to this. I narrated the whole problem to him. He doubted that my file was damaged as some of the tools had already failed to convert it. He suggested me to use an advance OST to PST Converter. He had a similar problem in the past with one of the employee's OST file and this utility was really helpful.

I took his advice and purchased this software after checking out its demo version. To my delight, the tool did it another time. It helped me quickly overcome this problem by safely extracting all objects in the file and restoring them to a new equivalent PST file. It allowed me to convert important messages, contacts, notes, journal, etc. without any slightest change in their original formatting and structure. I got all my emails back with their exact key properties, such as ''To', 'From', 'Subject', etc. Using this advanced OST Recovery tool, I also saved some of my emails as individual EML files in the system.

Recovering Outlook data post OST file corruption

It is quite troublesome when Oulook freezes or doesnot open and all the data becomes inaccessible. Everytime an attempt is made to access the OST file data, certain error messages are encountered. Outlook OST file becomes inaccessible in the following scenario when it gives the following error message:

“Event Type: Information
Event Source: Outlook
Event Category: None
Event ID: 30
Date: 5/1/2012
Time: 5:43:37 AM
User: N/A
Computer: Name
Description: The store C:\Documents and Settings\user.domain\Local
Settings\Application Data\Microsoft\Outlook\outlook.ost is being reconciled
with the indexer for the following reason: Non-matching max change numbers.”

The user will not be able to access his Outlook OST file no matter how many times he tries to open it. Each attempt would result in the same aforementioned error message.

Cause:

OST file corruption accounts for this error and renders all the cardinal user data stored in that OST file as inaccessible. OST file corruption can result from myriad factors such as:

1.Incorrect file system recovery
2.Attack by virus or a malicious software
3.Abrupt Outlook termination
4.Dirty shutdown or power failure
5.Synchronization error
6.Network connection failure

Solution:

If the OST file is severely corrupt and is not required, then it can be deleted and a new OST file can be created by following these steps:

Step1- Quit MS Outlook.
Step2- Rename the existing OST file.
Step3- Restart MS Outlook in offline mode.
Step4- The following error message comes up:
"The file "C:\Exchange directory\file name.ost could not be found"
Click OK.
Step5- In the Offline Folder File Settigs dialog box, click OK.
Step6- You will receive this error message-
"The file c:\Exchange directory\file name.ost could not be found. Would you like to create it?"
Click Yes.
Step7- MS Outlook will start in online mode. Click Tools-> Synchronize-> All folders.

This way the newly created OST file will get synchronized with the Exchange Server and the user can resume working with the new OST file.

If the OST file contains precious data and can not be deleted then one needs to overhaul the corrupt Outlook OST file to recover vital data such as emails, attachments, contacts, calendar, appointments, jounals, tasks, To-do lists and notes. OST file can be repaired using “OST Integrity Check Tool” which is a free utility by Microsoft. Scanost.exe is able to repair the OST file and all the data is recovered. However, Scanost is not very efficient in repairing severly corrupt/damaged OST file. If you are in the same spot, then the only resolve is to convert OST to PST.

An adroit utility to convert OST to PST is “OST to PST Converter”. This powerful software is compatible with MS Outlook 2010, 2007, 2003, 2002 and 2000. It is a commercial OST Recovery tool that can create a new usable PST from the corrupt OST file while preserving the formatting from RTF and HTML messages.

Discussing Outlook Synchronization problems and efficient OST to PST conversion software

Cached Exchange mode is one of the most significant features of Microsoft Exchange Server. It enables you to access Outlook data even while working offline or with unreliable Internet connectivity. Once synchronization is done with Microsoft Exchange Server, all the OST file data gets reflected in the Outlook PST file. You might have worked offline for a considerable period of time and at this stage, if you are unable to synchronize those changes with the Exchange server, you might face serious data loss. This may occasionally happen due to corruption of the Outlook offline folders (.ost) file. To repair corrupt OST file and effectively retrieve your lost invaluable data, you need to go for OST Recovery Software using a reliable third-party utility.

Imagine a practical scenario. Suppose you are using Microsoft Outlook in offline mode. In the middle of an operation, you come to know that your OST file is corrupt and you are unable to synchronize the file with the Exchange server. As a consequence, all your vital emails and other mailbox items would become inaccessible. In such circumstances, you should use the most recent backup to restore all your lost data. However, if the backup is unavailable, follow the below mentioned resolution steps.

Root of the issue:

You encountered this erratic behavior as a result of corruption of the Outlook OST file. This could happen due to various reasons, such as hardware failures, unexpected system shutdown, malicious virus, application malfunction, etc.

Solution:

In order to resolve the issue of OST file corruption and regain access to your precious data, you should convert OST file to an equivalent PST file. You can easily do this using a professional OST to PST converter. Data of an Outlook OST file can be accessed or viewed in a PST file. This is possibly one of the best remedies to overcome this problem.

There are a handful of third-party utilities available in the market that can quickly perform OST to PST conversion without causing any risk of potential data loss. Initially, you can use the demo version of these products. Once satisfied and assured, you can go for the full version.

Stellar Phoenix OST to PST Converter is a competent tool that converts OST files of MS Outlook 2010, 2007, 2003, 2002, and 2000. Moreover, the tool is compatible with Windows 7, Vista, Server 2003, XP, and 2000.  

Want to access your orphaned OST files? Convert OST to PST

When you try to access Exchange server 2000 or 2003 mailbox through MS Outlook e-mail client application, you fail to log on to Exchange server database and one of the following error messages appears on your screen:

“Unable to display the folder. Microsoft Office Outlook could not access the specified folder location. The operation failed.”

The above mentioned error occurs in the Active Directory directory service when the Create named properties in the Information Store permission is not assigned to the Everyone group to the CN=Configuration, DC=Domain, DC=com, CN=Services, CN=Microsoft Exchange, CN=Organization object. A second possibility could be the corruption in .ost file or Outlook has some synchronization problem with Microsoft Exchange Server.

First, let us go back and find out more about Exchange Servers and OST files.

In a corporate environment, MS Exchange Servers are deployed as an efficacious means to manage business communication through emails. In the absence of Exchange Servers, MS Outlook users work on their mailboxes using OST files. The .ost files are exact replicas of their Exchange Server mailboxes. Whenever, the connection to the MS Exchange Server is re-established, the OST files synchronize with the user mailboxes on the server and all the changes are reflected in the current mailboxes.

But what happens when the same OST file fails to synchronize with the Exchange Server? The user mailbox data and all the changes made to it are rendered inaccessible for future use. When the user mailbox becomes permanently unavailable, the OST file becomes orphaned.

Causes of OST file corruption

OST files become orphaned/corrupt pertaining to multitudinous factors, namely:

• Network connection failure
• Abrupt system shutdown due to power failure (dirty shutdown)
• Bad sectors on the hard disk
• Errors during synchronization
• A virus attack

Both these hardware and software reasons forfend the automatic synchronization of OST files with MS Exchange Server. Outlook users are often left gaping helplessly due to loss of paramount data when the OST files are corrupted.

The silver lining in such a situation, is the recovey of all the user data from the OST file in a usable form. Liberating the vital emails and user mailbox data from corrupt/orphaned OST files is a third party OST to PST Conversion software. This is the best solution to convert .ost file to .pst and regain access to all the valuable data that is left on the OST file.

The internet is jam-packed with teeming OST to PST Converter tools, that recover emails, attachments, drafts, contacts and journal entries etc. from the OST file in the form of a usable PST file that can be easily imported into Outlook.

A veracious OST to PST conversion utility is “Stellar Phoenix OST to PST Converter”. This software is a top-notch, power packed solution that successfully converts .ost files into .pst. This tool allows to perform selective recovery and the demo version offers a preview of the user mailbox and it components before the actual recovery. Exhibiting a vast array of compatibility, this software supports MS Outlook 2010, 2007, 2003, 2002 and 2000.  

Solve issues of Outlook and Exchange 2010 mailboxes because of RPC connection

Those who work in a collaborative messaging environment of Exchange server, quite often suffer problems related to synchronization. OST files of the Microsoft Outlook application cannot be synchronized with MS-Exchange server. In Cached Exchange mode, a backup of Exchange mailbox is stored locally as an OST file. Sometimes, it happens that the OST file annoys while an attempt is made to convert it into a PST file. In such a situation, you need to convert OST file into the data of PST file manually. This is necessary for updating the content of the OST file and Exchange server mailbox. Convert OST to PST data with the help of a third party ost to pst converter tool.

“Outlook could not log on. Check to make sure you are connected to the network and are using the proper server and mailbox name. The connection to the Microsoft Exchange Server is unavailable. Outlook must be online or connected to complete this action.”

Or

“The name could not be resolved. The connection to the Microsoft Exchange Server is unavailable. Outlook must be online or connected to complete this action.”

It is not necessary that error occurs only when Exchange server is not working correctly. When above error message is received Exchange server is finely working. Above error message makes you unable to perform OST to PST conversion.

Cause:

Reasons responsible for the occurrence of above error message are as follows:

• Above error message is received because RPC encryption is required by default Exchange server 2010 RTM configuration whereas RPC encryption is not used by MS-Outlook 2003.
• When MS-Office Outlook 2007 is used and you disable the Encrypt data between Microsoft Office Outlook and Microsoft Exchange setting of profile.
• Unusable or orphaned OST file.

Resolution:

To resolve above error message you need to do below steps:

• Update the existing profiles of Outlook 2003 for RPC encryption using customized .prf file.
• Manually make your Outlook profile with RPC encryption.
• Make sure that encryption requirement on all CAS servers are disabled.
• Apply Group Policy setting for updating the existing profiles of Outlook with RPC encryption.

The above statements should help resolve the problem. However, if it remains unresolved, then probably the OST is orphaned or unusable. And, you will need to use highly-advanced conversion algorithms to effectively convert the unusable OST file to usable PST file. For this, you may use the conversion tools that are available in the market. They offer easy ost pst conversion, and feature a self-descriptive and rich graphical user interface. Such tools do not overwrite, modify, or re-index the original contents of OST file.

Convert OST PST tool to resolve "object could not be found" Error

When you want to access data from the MS Exchange Server mailbox or update the OST file stored on your system, you have to synchronize the .ost file with Exchange Server. This synchronization of OST file with MS Exchange Server means you are imitating data between Exchange Server and Offline filder file i.e. .ost file. OST file is a copy of Exchange Server mailbox that is stored on the client system. When synchronization between Exchange Server and OST file takes place, .OST file gets automatically converted into .PST (Personal Storage Table) file and gets updated with all the changes as in Exchange Server and Exchange Server is updated with the changes in OST file.

But if somehow the synchronization process fails, the conversion of OST to PST can not be completed successfully, and due to this improper synchronization OST file can be corrupted and become inaccessible. BUt it is not so, thst you can never access your corrupt ost file, you can use ost to pst conversion utility to manually onvert ost to pst file.

What happens when you try to synchronize .OST file with the Exchange server in MS Outlook 2003, following error message may occur in Sync Issues directory of MS Outlook: "0×8004010F An object could not be found". When you attempt to send a mail after receiving the above error message, you get the following error message in MS Office Outlook 2003: "Task 'Microsoft Exchange Server' reported error (0×8004010F): 'Operation failed. Object could not be found.'" This behaviour resulting in the end of synchronization process and you cannot associate with the Exchange Server. Finally, it stops OST to PST conversion process.

Basic cause of Error

Below mentioned situations may be responsible for such errors:

Missing or incorrect address listing offline address book list
Missing address list in offline address book list
The OST on the local systems file is either corrupt or unusable.


To resolve this problem view Properties in Address lists setting of Exchange server manager, verify the Address list validity. If the list is not valid you can add the new list

But many of the times this method fails. In such situations one should use email conversion softwares that convert the corrupted .ost file into accessible .pst file. Such tools uses advance scanning techniques to efficiently convert OST to PST file. After converting the OST to PST file, the resulting PST file can be accessed with MS Outlook.

OST to PST Converter is an efficient and affordable tool to convert the OST file into PST file. It supports Windows 7, vista, XP, 2003 and MS Outlook 2010, 2007, 2003, 2002. As having Outlook resembling GUI, it is very easy to use and does not require any technical expertise.

Recover Corrupt OST file due to Data Storage Device failure : Convert OST to PST

Microsoft Outlook client uses Offline Storage Table i.e. OST file to store mails and data on the local system that can be accessed and modified in offline mode. This OST file gets synchronized with the Exchange server to reflect the changes in OST file and in the mail server. However this OST file gets corrupted due to various reasons,related to hardware, software or human mistakes.

In this post I will discuss the scenario of Corrupt OST file due to Data Storage Device Failure.

Suppose you work on a system and use it to access your mails in offline mode using OST file, but unfortunately the hard drive of the system have some bad sectors and your Outlook OST file is stored in these sectors. Then it may be possible that you can read a part of the OST file or might be possible that the data you are reading is incorrect or full of errors.

To avoid such a situation it is recommended to use reliable hardware devices that can reduce the chances of data corruption. But once your OST file gets corrupted it will no longer be accessible with MS Outlook and all the data contained in it will lost.

The only solution of such a problem where you have a corrupt OST file due to storage device failure is to convert the corrupted or inaccessible OST file to PST file. The OST to PST conversion tool converts the OST file into PST file to make it accessible with MS Outlook. Once you get your OST file converted into PST file you can access all the data like mails, contacts, journals, notes, calender entries etc. Using MS Outlook. For the OST to PST Conversion you should use a third party OST to PST converter.

Many question arises when you have to choose a third party convert OST to PST tool.

Is the software is efficient much to convert all the content in OST file into PST file?
Does it make any changes in the OST file content?
Does it supports the version of windows or MS Outlook you have?
Can it convert password protected or encrypted content of the OST file?
Can I use it easily or need some technical expertise?

Stellar Phoenix Mailbox Exchange Desktop is the answer of all such questions. It is an efficient and easy to use OST to PST converter developed by stellar Information Systems to recover all the data contained in an OST file by converting it into PST file. It does not make any changes in the OST file during OST to PST conversion. Supports windows 7, Vista, XP, 2003, 2000 and Ms Outlook 2010, 2007, 2003, 2002, 2000. Need not to have any technical expertise to use it, easy to use as having Outlook resembling GUI.

Troubleshooting "Unable to Expand Error" in OST file

An OST (Offline Storage Table) file is a type of file that is used in Microsoft Outlook to store the online mail box files on local systems and synchronize it when internet connection resumes. Ost file is especially used in the organizations having very unreliable Internet connectivity. You can work on the OST file in offline mode and gets synchronized with mailbox exchange sever when the internet connection is available.

But still sometimes there may be some problems when the synchronization with the mail box exchange server takes place. Due to this problem, the OST file can be corrupted. In these cases, you have to repair the OST file using the Inbox Repair Tool. But, if the inbox repair tool can not resolve your problem then you should use a third-party OST to PST conversion software to convert OST file to its PST version.

Suppose when you try to synchronize an OST file in Outlook 2003, but the synchronization can not be achieved and the following message is displayed.

"Unable to expand the folder. The set of folders could not be opened. Errors could have been detected in the file abc.ost. Quit all mail-enabled applications, and then use the Inbox Repair Tool."

here, abc.ost is the offline folder (OST) file.

Cause: The basic cause of this error message is that the OST file has not been synchronized properlyand hence gets damaged or corrupted.And now outlook is unable to process this corrupted or damaged version of the OST file.

Resolution: To resolve this problem, you should use the Inbox Repair Tool utility that is in-built with MS outlook. But, before using the Inbox repair repair tool you should have a backup of the OST file so that the further damage can be avoided.

To repair the OST file, the following steps should be performed:

# Click Run on the Start menu.
# Type on the run prompt opened drive:\Program Files\Common Files\System\Mapi\LocaleID\scanpst.exe and press Enter.
# To change the options for logging errors during the scanning process, click Options. If you choose Replace log or Append to log, the log file is saved to the same directory in which the OST file is saved.
# Click Start.
# Select Make a backup of scanned file before repairing check box when the file scan is completed.
# Click Repair.

The above mentioned steps should repair the OST file. But, if the problem is not resolved by the inbox repair tool then you should use a third party OST-PST conversion software to convert OST file to its PST version.Such tools do not over right the original file during OST to PST conversion

OST to PST Converter is an OST to PST converter that efficiently convert OST file to its PST version. It is able to recover various Outlook objects like emails, contacts, tasks, etc. In addition, it preserves the formatting in the RTF and HTML messages. It is compatible with Windows 7, Vista, Server 2003, XP, and Server 2000. And is easy to use as having outlook resembling GUI.