Fix “Errors have been detected in the file Outlook.OST”

Source: Dev.to

Outlook.OST File Overview

Outlook.OST File – It is a local copy of our mailbox data that Microsoft Outlook automatically creates when we configure Exchange, Outlook.com, or IMAP accounts. It allows us to access emails, contacts, calendar, and other items offline, and any changes we make while offline (like sending, deleting, or editing messages) are stored in the OST and later synchronized with the mail server once we reconnect.

In this article, let’s check out the different errors related to the Outlook.OST file and the possible solutions. Let’s get started.

Understanding OST and PST Files

OST vs PST File – Unique Difference

• OST: Microsoft Outlook stores all mail data in an OST file. It allows us to work offline and automatically syncs changes with the mail server.
• PST: A user‑created data file used for archiving, exporting mailbox data, and more.

Key differences

Possible Errors that Can Be Detected in an Outlook.OST

Possible Errors in an OST File

• Synchronization problems – The OST file fails to properly update with the Exchange or IMAP server, resulting in missing emails, incorrect calendar events, or folders that don’t update. Outlook often shows errors such as “Task reported error (0x8004010F): The operation failed. An object could not be found.” Causes include network instability, incorrect account configuration, or server downtime.
• Corruption – Sudden Outlook crashes, improper system shutdowns, power failures during synchronization, or faulty storage drives can corrupt the OST. Symptoms include Outlook becoming unresponsive, frequent freezes, or errors like “Errors have been detected in the file Outlook.ost.”
• Orphaned OST – When the associated account is removed, disabled, or inaccessible on the mail server, the OST becomes unusable. This commonly occurs when an employee leaves an organization and their Exchange account is deleted.
• Profile corruption – If an Outlook profile is corrupted or misconfigured, the linked OST becomes inaccessible, often showing “Cannot open your default email folders. The information store could not be opened.”
• Partial damage / integrity issues – Even without full corruption, partial damage can cause missing emails, duplicate messages, incomplete attachments, or incorrect timestamps. Outlook may still open, but data reliability is compromised.
• Oversized OST – Large OST files can degrade performance, leading to sluggish Outlook, frequent freezing, or errors such as “Outlook is using an old copy of your OST file.” Modern Outlook versions support large OSTs, but the risk of corruption grows with size.
• External factors – Bad sectors on the hard drive, faulty RAM, or malware infections can corrupt the OST file structure, resulting in frequent crashes or unexpected behavior.

Fixing the Errors with the Inbox Repair Tool (ScanPST.EXE)

ScanPST.EXE is an in‑built repair tool provided by Microsoft Outlook. It is primarily used to repair PST files, but it can also be used to fix OST files in certain scenarios. With respect …

The article continues with detailed steps for using ScanPST.EXE and other troubleshooting methods.

Outlook OST Errors – What You Need to Know

Built‑in Repair Tools

The Inbox Repair Tool (scanpst.exe) can scan an OST or PST file for structural corruption and attempt to fix it. It works well for minor problems, but it often cannot resolve deeper synchronization issues or orphaned OST files. In short, the built‑in tool can only repair minor issues.

Rebuilding and Creating a New Outlook Profile

Rebuilding the OST file

1. Close Outlook.
2. Locate the existing .ost file (usually in %localappdata%\Microsoft\Outlook).
3. Delete or rename the file.
4. Restart Outlook – a fresh OST is created and Outlook downloads all mailbox data from the server again.

Result: Corruption or sync problems are cleared.
Caveat: Any items that were stored only locally (drafts, “This computer only” data, etc.) are lost.

Creating a new Outlook profile

1. Open Control Panel → Mail → Show Profiles.
2. Click Add, give the profile a name, and configure the email account(s).
3. Set the new profile as the default and start Outlook.

Result: Outlook generates a new profile and a new OST file, resynchronising all server‑based items.
Caveat: As with rebuilding, locally‑stored, non‑synced data will not be recovered.

These native methods are often sufficient, but in enterprise environments they may still leave important data inaccessible. In such cases, specialized repair tools or conversion to PST may be required.

Getting Started with Professional Solutions for Outlook Repair

When rebuilding the OST, creating a new profile, or using Microsoft’s repair options fail, professional repair tools become the most reliable way to resolve OST‑related issues. These utilities are designed to handle:

• Severely corrupted or oversized OST files
• Orphaned OST files when the original mail server is unavailable
• Recovery of individual emails, attachments, or folders

Professional tools typically allow exporting recovered data to multiple formats (PST, MSG, EML) while preserving folder hierarchy, metadata, and attachments. This makes them a dependable option for both individuals and organizations facing critical data loss.

Takeaway

Outlook OST files can suffer from synchronisation glitches to severe corruption.

• Native solutions – profile recreation, OST rebuilding, Inbox Repair Tool – are good first‑line defenses for basic problems.
• When an OST is orphaned or extensively damaged, native methods often fall short.

In those scenarios, professional repair tools provide:

• Advanced recovery capabilities
• Selective restoration of items
• Multiple export options (PST, MSG, EML)

Using native methods first, then turning to a professional tool when needed, ensures the safest and most effective path to regaining full access to Outlook data.

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