Microsoft Outlook is a platform, which stores data in two file formats i.e. PST and OST. PST is the default file format and stores the data of Outlook when it is configured with IMAP or POP3 protocol. Whereas OST file is created at the time of Outlook synchronization with ExchangFree Solution toe Server. In some scenarios, users need to extract emails from OST file. Therefore, in this blog, we will see the best solution to retrieve email items from OST file. Before, that let us learn the reasons behind it.

Reason Behind Extracting Emails From OST File

As we know, OST file in generated when Outlook is synchronized with Exchange. It saves the copy of entire data files stored in Microsoft Exchange with its associated mailbox. For every mailbox, which resides on MS Exchange Server, an individual OST file is produced. It is impossible to access or export OST file in any other MS Outlook profile or even in any system in which it was generated.

Moreover, although PST and OST belong to the same email application, they have a different structure and the functioning. This is the reason that it not possible to access OST file in IMAP or POP3 account. In addition, OST format cannot be retrieved to Outlook PST and vice versa. Due to this reason, sometimes users need to extract OST file to PST format.

Manual Procedure to Extract Emails From OST File

Now, to retrieve data from OST file & to open it in PST file using a manual procedure, users need to follow these steps:

  • Firstly, open your Outlook profile, which is synchronized with Exchange Server
  • Now, you need to create a fresh PST file
  • Finally, choose and migrate the needed emails, calendars, contacts, etc. to PST format.

Drawbacks: With the help of this approach, it is not feasible to execute to retrieve the damaged or orphan OST files.

Trouble-Free Solution to Retrieve Emails From OST File

Now, to overcome the limitations of manual procedure, users need to look for a third party tool. OST Recovery tool is one such reliable software. It is designed to repair inaccessible OST files and extract emails from OST file. The tool ensures the safety of the data throughout the complete process. For exporting OST files users need to follow these steps as mentioned below:

    • First, to choose the OST file, you need to click on the button of “Add File”

Add OST File

    • Now, once it is done, a small window will pops-up, browse the OST file from its location in the machine

Browse OST File

  • After adding the Outlook OST file, the tool will execute an instant scanning of the file for the recovery of data from OST. In case, the OST file is damaged then quick scanning may not provide the accurate scanning results. Therefore, choose advanced scanning.
      • Advance Scan Option: For repairing highly corrupted or damaged files

    Advance Scan Mode

    • Temp Folder Path: With this, you can minimize the size of the installation drive. You need to move the temp folder path to the required drive.
  • Then, you can see the attachments along with emails. For this, hit on Attachment Tab
      • Attachment Tab: All the attachments like PDF, Documents, and Image can be viewed with the help of this option.


    • In this step, you can see an option of switch screen view. Using this, you can change the screen mode from Vertical to Horizontal or vice versa, as per your choice

Horizontal and Vertical View

    • Then, choose a particular email and hit on Export option for exporting that email

Extract selected emails from OST file

    • Now, a window will be displayed the option to pick the required file format, apply email filter option. If you choose PST format then you can even split the resultant PST data file
    • If you go for MSG, the software will bring different naming convention options
    • Apart from the above option, in case you wish to export the entire OST file with the folder structure, then you need to hit on Export button, which is available in the menu bar

Extract Emails from OST File in bulk

  • Now, a window will come, perform these steps:
    • Select Folder: Choose the folder (emails, tasks, contact, calendar, etc.) that need to be exported.
    • Export As: select the file format, in which you want to save the OST
    • Mail Filter: Apply mail filter to export a particular date range emails
    • Split PST: This option is useful, if you wish to break the large PST file
    • Browse Destination: Pick the destination location to save the resultant file.
    • Next, continue with the process of export and store file in required format
    • Once the process is finished, a completion window will appear to click Ok on to exit.

Export Successfully

The Bottom Line

OST files play a crucial role in storing the data of Microsoft Exchange Server. However, it is not possible to access or open OST file in Outlook. Therefore, users need to extract emails from OST file to PST format. Hence, in the above section we have discussed a manual as well as an automated solution for retrieve emails from OST file.