Backup and restore Outlook ost data files

Megahertz · 16 Feb 2022

On my friend’s small office, the lady (Mary) who was in charge of the office mails, has retired.
My friend asked me to format the Win 10 computer and asked me to reinstall Office 2019 with all the 3 company’s IMAP mail accounts.

First thing I noticed was that the 3 mail accounts data files were on C:\users\Mary\AppData\Local\Microsoft\Outlook\ *.ost
I saved the 3 company mails accounts folder with data OST files and then did a complete drive image of Mary partitions.
On the formatted computer for Gessia (new lady in charge of the office mails)
- The C:\users is now on D:\Users\Gessia
- You can’t set the *.ost files as the data files. You can only set *.pst data files.

I can’t believe that MS made Outlook 2019 without a way to generate a backup and a way to restore this backup in another computer with Office 2019.
I can set the 2 accounts (insert user name email address and password) and it creates a new ost data file. The third one isn’t active anymore but has important data on the existing ost file.

How can I set outlook 2019 on the formatted computer (win 10 64 21h2) to use the existing *.ost files as the data files?
I have seen many companies that are selling a software to convert ost files to pst. Can't believe that it is the only way.

Compumind · 16 Feb 2022

Hi.

Does this resource help?

Backup and Restore all Outlook data - HowTo-Outlook

Megahertz · 16 Feb 2022

Compumind said:

Hi.

Does this resource help?

Backup and Restore all Outlook data - HowTo-Outlook

Thanks, going to read them.

Compumind · 16 Feb 2022

Megahertz said:

Thanks, going to read them.

Let me know!

Megahertz · 19 Feb 2022

There are many conflicted information on *.ost files.

from https://support.microsoft.com/en-us/...3-4c84c2aabe7c

Tip: It isn't necessary to back up an offline Outlook Data File (.ost), because it's already a copy of the live information on the server. If you set up the account again or on another computer or device, a synchronized copy of your messages will be downloaded.

This information isn't true.
The *.ost file is a mix of a mails cache from the server and local data (Your Contacts, Calendar, Tasks and Notes are stored inside the same ost-file)

If you install Office 2019 on another computer and properly configure the access to email server, the *.ost files will be recreated from the server but the Contacts, Calendar, Tasks and Notes won't.

You have to first save the Contacts, Calendar, Tasks and Notes on the old computer into a *.pst file and then load this *.pst file on Outlook on the new computer.

The Outlook 2010 method: Separate IMAP and non-IMAP data described here is the way to go

AndreTen · 19 Feb 2022

Megahertz said:

There are many conflicted information on *.ost files.

from https://support.microsoft.com/en-us/...3-4c84c2aabe7c

Tip: It isn't necessary to back up an offline Outlook Data File (.ost), because it's already a copy of the live information on the server. If you set up the account again or on another computer or device, a synchronized copy of your messages will be downloaded.

This information isn't true.
The *.ost file is a mix of a mails cache from the server and local data (Your Contacts, Calendar, Tasks and Notes are stored inside the same ost-file)

If you install Office 2019 on another computer and properly configure the access to email server, the *.ost files will be recreated from the server but the Contacts, Calendar, Tasks and Notes won't.

You have to first save the Contacts, Calendar, Tasks and Notes on the old computer into a *.pst file and then load this *.pst file on Outlook on the new computer.

The Outlook 2010 method: Separate IMAP and non-IMAP data described here is the way to go

Think the statement in red is wrong. Of course, if you have properly setup exchange server.

Now, don't ask me when and how is this achieved... but I've just checked on my relatively new system, on which I have never made or import any Office .pst files, and all my contacts from last decade(s) are there. Not to mention that notes, calendar etc are all the part of the exchange data

Again.. if you are dealing with properly setup exchange server, all the data are on the server. No need to backup ost files. But you could archive your mail and other data, and make backups.

Megahertz · 19 Feb 2022

Andre, it's not what I've been reading.
I/m studying this for days and from Backup and Restore all Outlook data - HowTo-Outlook
"Your other data (Contacts, Calendar, Tasks and Notes) are not stored on and synched with the IMAP mail server as the IMAP protocol only supports synching emails.

Outlook 2007 and Outlook 2010
Your Contacts, Calendar, Tasks and Notes are stored inside a separate additional pst-file.
Outlook 2013, Outlook 2016, Outlook 2019, Outlook 2021, and Office 365
Your Contacts, Calendar, Tasks and Notes are stored inside the same ost-file"

The server only has emails
The *.ost file has emails and Contacts, Calendar, Tasks and Notes.

As *.ost files cant be loaded into a new Outlook installation, you have to save Contacts, Calendar, Tasks and Notes to a PST file to separate emails (on the *.ost) and contacts, Calendar, Tasks and Notes (on the *.pst)
On the new computer you create the account, it will create the ost file (downloading emails from the server) and then you import the pst file with Contacts, Calendar, Tasks and Notes.

Next Monday I will work on it and will have some answers.

AndreTen · 19 Feb 2022

Isn't your statement in contradiction ?

Outlook 2013, Outlook 2016, Outlook 2019, Outlook 2021, and Office 365
Your Contacts, Calendar, Tasks and Notes are stored inside the same ost-file

ost file is populated with the connection to the mail server

Could be for the IMAP protocol, but not exchange. My calendar, etc data are synced with my server, and I have them on all of my computers.

But I may made a false statement above. Said I've checked on my new system, but could be that my old contacts came here by restoring my data partition from backup

So, not sure about how local contacts got here..
Oh I see, they are synced by my other systems

Backup and restore Outlook ost data files-image.png

Megahertz · 19 Feb 2022

- ost files on the computer has synchronized emails with the server + Contacts, Calendar, Tasks and Notes.

- On the IMAP server there is only emails.

On the new computer only emails will be downloaded from the IMAP server. The Contacts, Calendar, Tasks and Notes must be loaded from a backed up pst file.

For Exchange Backup and Restore all Outlook data - HowTo-Outlook

AndreTen · 19 Feb 2022

That is why I use Exchange whenever possible.

You 're right about IMAP though.. but your client has IMAP accounts..
Sorry, didn't read the entire first post

Edit:

exporting to pst should work for al items - you can select folders, including calendar, notes...

support microsoft back-up-your-email