If you want to access your mailbox data independently, but the profile is corrupted, or Outlook is inaccessible, then extracting emails from an OST file becomes a necessity. In case a user tries to open an OST file directly, then that isn’t always possible for them, as OST files are tied to a specific Outlook mailbox and Exchange platform or IMAP account. To make the work easier and simpler for you, this guide will explain the best ways to extract emails from an OST file, which will cover both manual and automated solutions to recover your information without any hassle.

Key Situations Where Accessing Emails from an OST File Is Essential 

In particular scenarios, connecting to emails stored in an OST file becomes a crucial part. For users to understand this in a better way, this section of the article will guide you to know the key points to extract emails from an OST file for different reasons, like business continuity, legal purposes, or data migration. Some of the situations outlined below are: 

  1. Emails can become inaccessible when the Outlook profile is damaged

  2. Restoring important messages after accidental deletion

  3. Retrieving mailbox data after unexpected system failures.

  4. Accessing emails from OST files that are no longer connected to an active account.

  5. Moving emails to another format, platform, or email client.

  6. Securing important messages and attachments for long-term storage.

  7. Accessing offline mailbox data when Exchange is temporarily unavailable.

Challenges Faced When You Extract Emails from an OST File

Due to various technical or permission limitations, a user can face hassle by collecting emails from an OST file. Hence, to extract emails from an OST file, a person can avoid data loss by understanding the common challenges faced by many while exporting. Features are:

  1.  Damaged OST files or those detached from the system may fail to open or export properly.

  2. Events that can cut down access, lost profiles, or issues with Outlook and Exchange can prevent users from accessing mailbox data.

  3. With certain methods, a user’s email details, attachments, contacts, or even calendars may not be extracted fully

  4. OST files that are large in volume can lead to a slowdown in the extraction or tool crashes.

  5. Some extraction methods require the original Outlook profile, which may no longer be available.

  6. OST files that aren’t updated with the server may contain previous or missing emails.

  7. A person may experience layout or structure issues who wants to convert emails to formats like PST, EML, or MSG

  8. For large mailboxes, manual extraction can be slow or impractical.

Top Ways to Extract Emails from an OST File Easily

In relevant conditions, it can be necessary for users to ensure business activities, conformance with laws, and data management when emails are stored in an OST file. Many users may face difficulties while accessing or extracting, especially when the OST file is larger in size, corrupted, or even disconnected from the server. Presently, with modern technologies available, there are several methods that can help a user export emails from an OST file, which will assist you in retrieving your mailbox data efficiently and safely.  

#1. Recovering Data in Outlook Manually

If you’re not looking for a dependent third-party tool, then by manually extracting data through Outlook, you can save messages, attachments, and other items directly from your Outlook client. Best applicable and ideal for those who want to export small-scale emails and give users the flexibility to select particular folders or messages while maintaining their original layout and information details.

  1.  Open Outlook on your device and ensure that your profile and mailbox are fully synced.

  2. Go to the File menu section and select Open & Export.

  3. Click on the Import/Export to access the tools.

  4. Then, transfer items to a file and then click Next.

  5. Select Outlook Data File (.pst) as the export format.

  6. Opt for the mailbox folder you want to extract, such as the inbox, sent items, or specific subfolders

  7. Choose a destination location where you want to save the exported file.

  8. Go with Finish, and add a password if Outlook asks for one.

  9. Wait for Outlook to complete the export process and generate the PST file containing your extracted emails.

#2. Transfer Messages Using EML Drag-and-Drop

A person who wants a quick and straightforward method to save individual emails outside Outlook that transfer messages is to use a simple EML drag-and-drop. This helps the person to manually move selected messages that preserve the original formatting and structure in your folder, without the need for any additional tools. 

  1. Open Outlook and select the folder containing the emails you want to export.

  2. Choose the emails or folders you wish to save as EML files.

  3. Select a destination folder on your desktop where you want to store the EML files.

  4. Simply, now you can drag the selected emails from Outlook and then drop them into the destination folder.

  5. After this, the Outlook will automatically save each message as an .eml file in your preferred location.

  6. You can now verify a few of the exported EML files to ensure the content, attachments, and formatting are preserved. 

#3. Automated OST File Conversion Method

In today’s time, everyone wants a faster and quicker way to do things. Hence, with the current available technologies, a person who wants to extract emails from an OST file can use a reliable tool. SysTools OST to MSG Converter is one such software that will not only save your time and energy but will also deliver faster processing, higher accuracy, and complete mailbox restoration.

  1. Install a reliable OST to PST or MSG conversion software on your system.

  2. Launch the program to explore its user-friendly dashboard.

  3. Click to select the OST file and navigate to the location of the OST file on your system

  4. Once accessed, the tool will display all the emails, contacts, calendars, and attachments for preview.

  5. Select PST, MSG, or another desired format for conversion.

  6. Choose and pick a folder on your system where the converted files will be saved.

  7. To begin the automated process, click on export

  8. After completion, open the converted files to ensure that all your emails, attachments, and metadata are intact.

Author’s Suggestion: This blog is for anyone wanting to convert OST files into HTML with all emails preserved.

End Note

Anyone who wants to safeguard their mailbox data for different reasons, like accidental deletion, migration to a new system, or the necessity to work offline, then it is important to know that accessing emails from an OST file is essential. Keeping the challenges in mind, a user can preserve not only the message details but also attachments, formatting, and important technical details that provide a framework and tracking capability. Apart from that, a user can access different methods- manual through Outlook or specialized extraction tools, according to the requirements to extract emails from an OST file. Overall, mastering the process empowers users to maintain control over their email data while meeting requirements, backing up, and maintaining access in the long run.