Delete & Disable Offline Outlook Data File in Simple Steps

admin | November 10th, 2017 | Microsoft Outlook

Microsoft Outlook is the most popularly used desktop-based email application. Many users can configure different email accounts on MS Outlook and navigate among them in the same Window or tab. At times, users want to delete their mailbox of the specific email ID because they do not want it anymore. Therefore, in this blog, we will discuss an efficient solution to let users understand how to delete and disable offline Outlook data file.

Quick Glance On Offline OST File

Outlook is the desktop email client, which stores data on the local system to provide offline accessibility. It is saved in two file formats like OST(Offline Storage Table) and PST (Personal Storage Table) type. The PST file contains a copy of all messages that can be saved on the hard disk. MS Outlook uses an Exchange Server for synchronizing the new emails on the regular basis. Thus, another file called Offline OST file is made as the replica of data, which is available on the server. In some situations, end users want to delete OST file from the system due to various reasons.

Major Reasons to Delete & Disable Offline Outlook Data File

As long as, Outlook can save a large range of data on the hard disk. The OST file becomes large in size and can be prone to data corruption. Therefore, users can select to disable this Offline Outlook data file. Users who need to create new mailboxes can easily disable all previous .ost data files. As the process to disable OST file gets completed, Outlook can easily load all of them. Then, it becomes essential to remove Outlook data files manually. Additionally, when users configure the new email address in MS Outlook, they want to delete OST files that are default. There are many reasons for deleting offline data files as given below:

Create New Mailboxes

There are few users who want to create the new mailbox and can try to disable old email addresses. Many times it happens with the .ost file after saving on a hard disk can be loaded automatically by MS Outlook now and then. This is one such problem for end users because Outlook can display multiple mailboxes. So, to disable the corrupt .ost file, Exchange Server settings that need to be altered. Even now, they are not erased successfully.

Problem with Offline Mode

In offline mode, when an email has been opened and sent, changes that have been made in OST file of the host machine. When an internet connection has been established, these changes are relayed to the Exchange server. Although, due to such failures or synchronization error occurred. That makes important to disable offline Outlook data file that was stored beforehand. It can also be replaced by the new OST file, which has obtained from a server.

Manual Approach to Delete & Disable Offline Outlook Data File

Before proceeding this, it is recommended to the complete backup of the data file by using Outlook Backup software for future use.

Steps to Disable Offline OST File

Most of the times, users want to disable OST file due to several reasons. It could be disabled by executing the below-mentioned steps:

  • First, you have to synchronize Outlook OST data files from particular folder to the Server folder. Follow these instructions accordingly:

1- For synchronization of particular folder, select the Tools menu, click on the Send/Receive option and then, choose the specific folder

2- For synchronizing each folder, those are set up for offline usage, navigate to Tools, choose an option Send/Receive and press all options

3- To synchronize Send/Receive group of all folders, go to Tools menu, select Send/Receive option and then, hit on the name of Send/Receive group

  • Once the synchronization setting is changed, navigate to Tools and click on the email Accounts. After this, select option View or change current email accounts and press Next button
  • Now, select the Exchange Server and then, click on the Change button
  • Next, Go to More Settings and click on the Advance tab and then, select Offline folder settings. Finally, click on the Disable offline button

By using above described steps the user can easily disable Offline Outlook data file.

Steps to Remove Outlook OST File

If the OST files become corrupted and unable to erase then, it would be deleted through below-mentioned steps:

  • First of all, Close MS Outlook if it is running on the desktop
  • Then, Go to Start menu and click on the Run option
  • After that, type the following command like “%APPDATA%\Microsoft\Outlook\” and afterward, click OK button
  • Now, locate the Outlook OST file from Windows Explorer, which is needed to be deleted. Select the file and then, choose an option Delete OST file

Final Word

OST files have become a backbone of MS Outlook as these files help to access an email account offline. They can save all mailbox database and keep data synchronized with exchange server. However, in any case, the OST file gets corrupted or end users want to configure the new mailbox, an old OST has been disabled. Therefore, we have discussed various reasons along with the best-suited solution that helps to delete and disable offline Outlook data file.