Outlook Data File Corruption: Causes, Prevention, and Recovery
July 25, 2024 • César Daniel Barreto
Microsoft Outlook is one of the most used emailing clients all around the world for personal and professional communication. Still, Outlook is not immune to problems, and probably the most common with the program is Outlook data file corruption.
This paper will talk about the causes and prevention strategies for Outlook data file corruption and some recovery methods in detail, making this a complete guide for users on protection and resolving issues efficiently.
Understanding Outlook Data Files
Two primary types of data files are used in Outlook: Personal Storage Table (PST) and Offline Storage Table (OST).
Personal Storage Table (PST)
The PST files are a copy of the messages, calendar items, and other Outlook data. These are stored locally on the user’s computer and can be backed up or transferred to other systems with Outlook installed.
Offline Storage Table (OST)
OST files allow users to work offline and then synchronize changes with the server at Exchange once they reconnect. These files are quite useful when the working environment involves users frequently switching between online and offline modes.
Causes of Outlook Data File Corruption
There are a number of factors that can result in the corruption of Outlook data files. Some of these are as follows:
Oversized Files
- The older versions of Outlook have a size limit for PST files of only 2GB.
- Modern versions have far greater limits of 50GB, but very large files still cause slowdowns and risk corruption.
Improper Closure
- Once the Outlook application is closed abruptly or the system is shut down while Outlook is running, it means there will be file corruption.
Viruses and Malware Attacks
- Malicious software can infect Outlook data files and cause their corruption, leading to loss of information.
Hard Drive Problems
- Those can include bad sectors, disk errors, or hardware failures, which are very likely to cause the files on the hard drive to get corrupted, including Outlook data files, too.
Network Issues
- Network interruptions while accessing OST files cause synchronization problems and, consequently, file corruption.
Software Conflicts
- At times, conflicts with other installed software can even be a reason behind the corruption of Outlook data files.
Prevention Strategies
The prevention of Outlook data file corruption requires both good practices and the right tools. The following are the effective strategies for prevention:
Routine Backups
- Make regular backups of Outlook data files to prevent data loss in case of corruption. This is possible through the manual export of PST files, but it is also possible to use third-party backup utilities.
Keep File Sizes Manageable
- Avoid large PST and OST file sizes. Archive old emails; maintain many PST files if need be.
Good Shutdown Practices
- Always close Outlook properly before you shut off your computer. This prevents the sudden termination of access to your files, hence minimizing the possibility of corruption.
Run Reliable Antivirus Software
- Download and maintain a strong antivirus program that is going to help keep off malware and viruses that can damage Outlook files.
Regular Arrangement of Disks
- Regularly check your disks for any errors and fix them since they might cause Outlook data files to be corrupted.
Identifying Corruption
The very first step in recovering Outlook data files is to detect the corruption. Such manifestations include the following: frequent crashes of Outlook without any visible reasons; error messages on data files, for example, “The file xxxx.pst cannot be opened”; the general slowdown in Outlook performance, especially at the stage of accessing or searching for emails; and missing items, namely emails, calendar events, or other items.
Recovery Methods
If you think that your Outlook data file has been damaged, then there are some recovery techniques you can avail yourself of:
Inbox Repair Tool Search (Scanpst.exe)
Microsoft has also provided an in-built tool known as Scanpst.exe to repair PST files. It can repair common issues and recover corrupted data.
Steps to Use Scanpst.exe:
- Search for Scanpst.exe on your computer; it will usually be in the Outlook installation folder.
- Open the tool and browse to select the corrupted PST file.
- Click “Scan” to start the scanning process.
- Check out the scan results and then click on “Fix” to fix the issues.
Create a New Outlook Profile
Creating a new Outlook profile sometimes fixes the corruption. This method works, especially in the case of OST file corruption.
How to Create a New Profile:
- Open up Control Panel and then select “Mail.”
- Click on “Show Profiles” and then “Add.”
- Give the new profile a name, and then set up your email account.
- Make the new profile the default profile.
Restoring from Backup
In case you have a current backup of your Outlook data file, you can recover the file if some data has been lost or corrupted.
How to Restore from Backup:
- Find your backup PST file.
- Open Outlook, then go to File > Open & Export > Import/Export.
- Select “Import from another program or file” and select your backup PST file.
- Follow the wizard until this importation has been completed.
Use of Third-Party Recovery Tools
Several third-party tools might prove to be of immense use in recovering Outlook data files in corrupted form. Most of these tools provide more advanced recovery options and often work on serious cases of corruption.
Popular Third-Party Recovery Tools
- Stellar Repair for Outlook
- Kernel for Outlook PST Repair
- DataNumen Outlook Repair
Conclusion
The corruption of the Outlook data file is a frustrating and disruptive issue, but now you can prevent, identify, and recover from it effectively with the help of the right knowledge and tools.
This has to be supplemented by a number of preventive measures: regular backups, proper shutdown procedures, and reliable antivirus software. If corruption does happen, then you can use the inbuilt utilities like Scanpst.exe, create a new profile, restore from backup, or use third-party recovery tools available to help recover your valued data and get back to work.
By following the guidelines given in this article, you will reduce the chances of Outlook data file corruption and ensure the integrity of your electronic mail communication and data.
César Daniel Barreto
César Daniel Barreto is an esteemed cybersecurity writer and expert, known for his in-depth knowledge and ability to simplify complex cyber security topics. With extensive experience in network security and data protection, he regularly contributes insightful articles and analysis on the latest cybersecurity trends, educating both professionals and the public.