IMPORTANCE OF EMAIL CONVERSION
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When we use .PST Files or .OST Files
Generally, we will not have to worry about when we use an
OST or PST data file, as it is unlikely that we will see or want to access them
directly, unless we search for them. These types of files are really important
when we want to transfer files from one computer to another.
In the case that we use a POP3 email account, we must copy
the PST files to the new computer and then import them into Outlook, otherwise
we want to lose all their content. We use IMAP or MAPI account and they are
downloaded automatically. We should focus on the size of the account, so that
we can keep all the mails and data never gets lost or deleted but happens we
can use data recovery software
to do that and that is a safe option. Therefore we should convert them to PST
files and delete them from the server. Later we will be able to see the emails
if we import the PST file into Outlook, as they will no longer be found on the
email server.
Outlook offline data
files (.OST)
Most other account types, such as IMAP accounts, Microsoft
365 accounts, Exchange accounts, and Outlook.com accounts use an offline
Outlook data file (.OST) to store a synchronized copy of the mailbox
information on the local computer. When the connection to the mail server is
interrupted, for example when you are on a plane without Wi-Fi or if your
Internet connection is disconnected, you can still access all emails, calendar
data, contacts and tasks that were previously downloaded. You can do everything
read and compose messages, add contacts, etc. However, email messages will not
be sent and new messages will not be downloaded until the Internet connection
is restored.
When the connection is reestablished, the changes will be
automatically synchronized and the folders and items on the server and on the
computer will be identical again.
Disadvantages of
.OST Files
· The
OST file may be damaged or corrupted.
· Synchronization
problem between Outlook and Exchange server.
· An
unexpected shutdown of the Outlook client.
· Sudden
shutdown of the PC.
· An update
to the version of Outlook.
· When
the OST file exceeds the maximum allowed size of 50 GB.
· It’s prone
to virus attack.
· Server
crash very easily.
· Network
Outrage.
· Failed Outlook Update.
Outlook data file (.PST)
Outlook Data Files (.pst), which are saved on your PC,
contain Outlook messages and other items. POP Accounts: This is a common type
of account that you can create by adding an email account from an Internet
Access Provider (ISP), such as Xfinity or A&T or Cox, downloading all email
messages from the mail server, and save them on your computer.
You can also use an Outlook data file (.pst) to back up or
export items from any type of email account. For more information on how to
back up your email messages, calendar, contacts, and task data, see Export or
back up email, contacts, and calendar to a file .PST from Outlook. You can also
import email messages, calendar, contacts, and task tasks from another Outlook
data file (.pst). For more information on importing items, see Import email,
contacts, and calendar from a file .PST from Outlook.
Because these files are stored on your PC, they are not
subject to mailbox size limits imposed by mail servers. By moving items to an
Outlook Data File (.pst) stored on your computer, you can free up storage space
in your mailbox on the mail server.
Advantages of .PST
Files
· Storage: When email data is
archived on dynamic servers, performance can be significantly reduced as the
servers fill up. The only options left are to delete emails (not a good idea
since important data can be lost permanently), or store it elsewhere. Email
archiving responds to this second option and moves data to a secure server
off-site or in the cloud environment. Some solutions use advanced compression
and / or mirroring to reduce the required disk space on the file.
· Restoration: Depending
on the backup solutions you have, archiving email can speed up the process
every time you need to restore data. In addition, it speeds up and facilitates
the restoration of non-archived emails since the data load on the server is
reduced.
· Security: Just
because your old emails are "out of sight" and stored elsewhere
doesn't mean they don't have the same protection as emails in your dynamic
inbox environment. If you have the right email archiving solution, your data
remains immutable and protected with constant data backups and excellent
disaster recovery capabilities.
· Productivity: When
your servers are saturated with tons of email data, searching for a specific
email or subject can be slow and difficult. Plus, by getting rid of email box
limits and automatically configuring email archiving, employees no longer have
to spend their precious time deleting emails or moving them to PST files like
before. It becomes easy for employees to access the files and not wait for someone
else’s help.
· Compliance: Most
industries require organizations to keep business records, and since emails
often contain such records, deleting them is not an option. Some industries,
such as healthcare, financial services, the pharmaceutical industry, and the
energy industry have even stricter regulations about what business records must
be kept.
· Backup and disaster recovery: If you
don't have (or don't trust) an email administrator who regularly backs up your
email server, then copies your email (yes, you don't need to MOVE mail to .PST
files, you can copy it too) to file. Local PST is a quick and easy method to
ensure your email is recoverable in a server DR scenario.
· Portability: PST files make email portable. For example, let's say you want to move email from one mailbox to another. For example, maybe you change jobs and want to bring some old email. Or maybe you are changing host provider. Or, you may want to copy your personal and work email to a .PST file, save it to a small USB drive, and carry it with you at all times.
Converting .OST
Files to .PST Files
So, now we all the
importance of .PST file in MS Outlook. Yes, .OST Files are important too in MS
Outlook but as we have seen that .PST Files are more secure, portable and have
more storage for storing the mails.
So now the question is,
how to do convert these files?
Yes, there are many ways
to do so, but using the third party software for converting file is more
effective. One such software is Unistal Quick Data Recovery Software which helps
you in Email Conversion
Software which converts MS Outlook .OST Files in .PST Files easily. It
coverts them when your server is down and it also helps in emails, contacts,
notes, etc.
So as Outlook is really important
these days for all the businesses, so Email Conversion Software
is the best tool for your business which keep your emails, contacts, notes,
etc. save and keep them away from getting corrupted.
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