How to Save OST File to An External Hard Drive?
Working with Outlook often involves dealing with OST files, which are essentially offline storage tables that cache your Exchange Server mailbox data. As mailboxes grow, these OST files can become quite large, consuming valuable space on your primary drive. This can lead to performance issues and storage limitations. The solution? Learning how to save OST file to an external hard drive. The process itself isn’t a direct “save as,” but rather involves a strategic combination of archiving, exporting, and reconfiguring Outlook to utilize the external drive for data storage and backups. This guide will walk you through the necessary steps to effectively and safely manage your Outlook data and learn how to save OST file.
Why Move Your OST File to an External Hard Drive?
- Free Up Space: As mentioned, OST files can be substantial. Moving them frees up valuable space on your primary drive, improving system performance.
- Data Backup: An external hard drive provides a safe and portable location for backing up your Outlook data.
- Portability: Access your Outlook data on different computers by simply plugging in the external hard drive.
- Performance Improvement: Storing large OST files on a faster external drive (e.g., an SSD) can potentially improve Outlook’s performance.
The Indirect Approach: Archiving and Exporting
Directly moving the live OST file while Outlook is actively using it is generally not recommended and can lead to data corruption. Instead, we’ll leverage Outlook’s built-in archiving and exporting features.
Step 1: Archiving Older Emails
Before exporting, consider archiving older emails to reduce the size of the OST file. Archiving moves older emails to a separate PST file, keeping your main OST file smaller and more manageable.
- In Outlook, go to File > Info > Cleanup Tools > Archive.
- Select the folder you want to archive (e.g., Inbox, Sent Items).
- Choose a date to archive items older than.
- Select the location to save the archive PST file. This can be on your external hard drive.
- Click OK.
Step 2: Exporting Your Mailbox Data
Exporting creates a PST file containing a copy of your mailbox data, including emails, contacts, calendar items, and tasks.
- In Outlook, go to File > Open & Export > Import/Export.
- Select Export to a file and click Next.
- Select Outlook Data File (.pst) and click Next.
- Choose the account you want to export. You can also select specific folders.
- Select the location to save the PST file on your external hard drive.
- Choose whether to allow duplicate items to be exported.
- Click Finish. You may be prompted to set a password for the PST file.
Step 3: Configuring Outlook to Use the PST File (Optional, but Recommended)
While exporting creates a backup, you can also configure Outlook to directly access the exported PST file on your external hard drive. This allows you to work with the exported data within Outlook.
- In Outlook, go to File > Open & Export > Open Outlook Data File.
- Browse to the PST file on your external hard drive and select it.
- The PST file will appear in the navigation pane on the left side of Outlook.
Keep in mind that this doesn’t move your primary OST file. It simply allows you to access the exported data; Your primary mailbox data will still reside in the original OST file location.
FAQ: Saving OST Files to External Drives
Q: Can I directly copy the OST file to my external hard drive?
A: While technically possible, it’s highly discouraged. The OST file is actively used by Outlook, and copying it while in use can lead to data corruption. Use the archiving and exporting methods described above.
Q: Will moving the OST file improve Outlook’s performance?
A: Potentially. If your primary drive is slow or nearing capacity, moving the data (through archiving and exporting and then accessing the PST file on the external drive) to a faster external drive (like an SSD) could improve performance. However, the best performance improvement comes from a clean mailbox and regular maintenance.
Q: What happens to my emails in Outlook after exporting them?
A: Exporting creates a copy of your emails. The original emails remain in your mailbox unless you manually delete them.
Q: Is it safe to delete the original OST file after exporting?
A: No. The OST file is essential for Outlook to connect to your Exchange Server mailbox. Deleting it will prevent Outlook from working. You can, however, archive and export data to reduce the OST file’s size.
Effectively managing your Outlook data and understanding how to save OST file isn’t a single step process, but rather a combination of archiving, exporting, and smart configuration. By following these steps, you can free up space, create backups, and potentially improve Outlook’s performance. Remember to always back up your data regularly to prevent data loss.
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