OST files, or Offline Storage Table files, are essential components of Microsoft Outlook․ They allow you to work offline and synchronize changes with the Exchange server later․ However, OST files can grow quite large, consuming valuable space on your primary drive․ Moving them to an external hard drive is a practical solution for managing storage and creating backups․ This article provides a comprehensive guide on how to safely and effectively save your OST files to an external hard drive, ensuring data security and accessibility․
Understanding OST Files and External Storage
Before diving into the process, let’s clarify what an OST file is and why storing it on an external hard drive might be beneficial․
- OST File Definition: A file that stores a synchronized copy of your Exchange mailbox data․
- Benefits of External Storage:
- Free up space on your primary drive․
- Create a backup for disaster recovery․
- Improve system performance․
- Easily transfer your data to another computer․
Methods to Transfer OST Files to an External Hard Drive
Unfortunately, you can’t directly “move” an active OST file by simply copying and pasting․ Outlook needs the file to function correctly․ Instead, you have a few options:
- Archiving Outlook Data: Archiving allows you to move older emails, contacts, and calendar items to a separate ․pst file, which can then be stored on an external drive․
- Creating a New Outlook Profile with a Different OST Location: This involves creating a new Outlook profile and specifying the external hard drive as the location for the new OST file․
- Using Third-Party OST to PST Conversion Tools: These tools convert the OST file into a PST file, which can then be easily copied to an external drive․
Archiving Outlook Data: Step-by-Step
Archiving is a safe and effective method for managing older data․ Here’s how to do it:
- Open Outlook․
- Go to File > Info > Cleanup Tools > Archive․
- Select the folder you want to archive․
- Choose a date to archive items older than․
- Browse to your external hard drive and specify a location for the new ․pst file․
- Click OK․
Creating a New Profile and OST Location
This method requires creating a new Outlook profile and pointing the OST file location to your external drive․ Note that this might require re-downloading your mailbox data․
- Close Outlook․
- Go to Control Panel > Mail (Microsoft Outlook)․
- Click Show Profiles․
- Click Add to create a new profile․
- Follow the prompts to configure your email account․
- When prompted for the OST file location, browse to your external hard drive․
- Complete the setup․
- Open Outlook using the new profile․
OST to PST Conversion Tools
Various third-party tools can convert OST files to PST files․ These tools are helpful if you want to access the data without connecting to the Exchange server․ However, always ensure the tool is reputable and secure before using it․ Research reviews and check for security certifications․
| Method | Advantages | Disadvantages |
|---|---|---|
| Archiving | Easy to use, built into Outlook․ | Only moves older data, doesn’t transfer the entire OST file․ |
| New Profile | Allows you to create a new OST file on the external drive․ | Requires re-downloading mailbox data, more complex setup․ |
| OST to PST Conversion | Provides a complete copy of your mailbox data in a PST file․ | Requires third-party software, potential security risks․ |
FAQ: Saving OST to External Drive - Q: Can I just copy and paste the OST file to my external drive?
- A: No, you cannot simply copy and paste the OST file․ Outlook needs the file to be in its original location to function correctly․ Doing so might corrupt your Outlook profile․
- Q: Is it safe to store my OST file on an external hard drive?
- A: Yes, as long as you take precautions to protect your external drive, such as keeping it in a safe place and backing it up regularly․ Consider encrypting the external drive for extra security․
- Q: Will moving my OST file to an external drive affect my Outlook performance?
- A: It could potentially affect performance, especially if the external drive is slow or connected via a USB 2․0 port․ Using a USB 3․0 or faster connection is recommended․
- Q: What happens if my external drive fails?
- A: That’s why backup is important! You should always have a backup of your OST or PST file, whether it’s on another external drive, on a cloud service, or on your primary drive (if space allows)․
Saving your OST file to an external hard drive is a valuable strategy for managing storage space and creating backups․ While you can’t directly move an active OST file, methods like archiving, creating a new Outlook profile, or using conversion tools offer effective solutions․ Each method has its own advantages and disadvantages, so choose the one that best suits your needs and technical expertise․ Remember to prioritize data security by using reputable tools and taking precautions to protect your external drive․ Regardless of the method you choose, backing up your data regularly is crucial to prevent data loss․ By following these steps, you can efficiently manage your OST files and ensure the safety and accessibility of your important email data․
