Fix Outlook is Using an Old Outlook Data File Copy (.OST)

Updated On - October 22, 2024 by Armaan | Reading Time: 5 minutes

Outlook is a popular email client developed by Microsoft that businesses and individuals have widely used for many years. One common issue Outlook users face is when the program starts using an old Outlook data file copy instead of the current one. This can result in missing emails, contacts, and other important data. In this blog post, we will discuss the best solutions to fix this issue.

What is an Outlook data file?

Before diving into the solutions, let’s first understand an Outlook data file (OST and PST). An Outlook data file is a file that stores all your emails, contacts, calendar entries, and other data. The file has a .pst extension and is saved on your computer’s hard drive. If you are using a Microsoft Exchange account, your data is stored on the server, and you can access it from any device.

Why does Outlook use an old data file copy?

There are several reasons why Outlook may start using an old data file copy. Here are some of the common ones:

• Accidental deletion of the current data file: If you accidentally delete the current Outlook data file, Outlook will start using an old data file copy.
• Data file corruption: If your current Outlook data file gets corrupted, Outlook may start using an old copy.
• Incorrect data file location: If you move your Outlook data file to a new location and don’t update the file path in Outlook, it may start using an old data file copy.
• Multiple data files: If you have multiple Outlook data files and Outlook is set to use an old data file as the default, it may start using that instead of the current one.

Now that we understand why Outlook may start using an old data file copy, let’s discuss the best solutions.

Verified Solutions to Fix Outlook using an old copy of OST file

If you are encountering the error ‘Outlook is using an old Outlook data file copy’, you may be missing out on the latest emails and contacts. This can be frustrating, but don’t worry – there are a few solutions to this problem.

Solution 1: Check the data file location

The first thing you should do if Outlook is using an old data file copy is to check the location of the current data file. Here’s how:

• Open Outlook and click on File > Account Settings > Account Settings.
• In the Account Settings window, click on the Data Files tab.
• Look for the current data file and note down its location.
• Close Outlook.
• Navigate to the current data file’s location and ensure it is still there.

If the current data file is missing, you will need to restore it from a backup or recreate it. Once you have the current data file in the correct location, start Outlook again and see if it starts using it.

Solution 2: Set the correct data file as the default

If you have multiple data files and Outlook is using an old data file as the default, you will need to set the correct data file as the default. Here’s how:

• Open Outlook and click on File > Account Settings > Account Settings.
• In the Account Settings window, click on the Data Files tab.
• Look for the current data file and make sure it is selected.
• Click on Set as Default.
• Close Outlook and restart it.

If Outlook used an old data file copy because it was set as the default, setting the correct data file as the default should fix the issue.

Solution 3: Repair the current data file

If your current data file is corrupted, Outlook may use an old copy. You can repair the current data file using the built-in Outlook repair tool to fix this issue. Here’s how:

• Close Outlook.
• Open the Control Panel and click on Programs > Programs and Features.
• Find Microsoft Office in the list of installed programs and select it.
• Click on Change.
• Select Repair and click on Continue.
• Wait for the repair process to complete.
• Restart your computer
• Open Outlook and check if it is using the current data file.

If repairing the data file doesn’t work, you may need to create a new one and import the data from the old one.

Solution 4: Create a new data file and import data

If none of the above solutions work, you can try creating a new data file and importing the data from the old data file. Here’s how:

Phase1: Create a new Outlook profile

• Close Outlook and open the Control Panel and click on Mail.
• Now Click on Show Profiles, then Add, and give your new profile a name.
• Follow the on-screen instructions to set up your email account.
• Now open Outlook using the new profile.
• Click on File > Account Settings > Account Settings.
• Click on the Data Files tab and click on the Add option.
• Give the new data file a name and select the location where you want to save it and click OK.

Phase2: Import data into new profile

• Restart Outlook using the new profile.
• Click on File > Open & Export > Import/Export.
• Select Import from another program or file and click on Next.
• Select Outlook Data File (.pst) and click on Next.
• Browse to the location of the old data file and select it.
• Select the option to import the data into the new data file and click Finish.
• Wait for the import process to complete and check if Outlook is now using the new data file.

By creating a new data file and importing the data from the old data file, you can ensure that you have the latest data in Outlook.

An Automated tool to Repair corrupt OST file

While the manual solutions discussed earlier in this blog can effectively resolve the issue of Outlook using an old data file copy, they may not always be foolproof. For example, repairing a corrupted data file may not always work, and creating a new data file and importing the data can be time-consuming.

This is where third-party tools can come in handy. They are designed to help users quickly and easily resolve issues with Outlook data files quickly and easily. These tools have advanced algorithms that can scan, repair, and recover data from corrupt or damaged Outlook data files.

One of the most popular third-party tools for Outlook data file recovery is Regain Outlook OST Repair. Here are some of its key features and working process:

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Features and Working process

• Recovers corrupt or damaged Outlook data files in a few simple steps
• Repairs data files with advanced algorithms to ensure maximum data recovery
• Recovers all Outlook data including emails, contacts, calendar entries, and attachments
• Supports all versions of Outlook, including Outlook 2019, 2016, 2013, 2010, and 2007
• Offers a preview of recoverable items before initiating the recovery process
• Saves recovered data in multiple formats, including PST, EML, MSG, RTF, HTML, and PDF

Working Process:

• Download and install Regain OST Recovery Tool on your system.
• Launch the software and select the corrupt or damaged data file you want to recover.
• Click on the Open button to start the scanning process.
• The software will scan the data file and display a preview of all the recoverable items.
• Select the items you want to recover and click the Export button.
• Choose the format in which you want to save the recovered data.
• Click the Save button to save the recovered data in the selected format.

Overall, third-party tools like Regain OST Repair can be a reliable and efficient solution to resolve the issue of Outlook using an old data file copy. They offer advanced features and functionality that can help you recover your data quickly and easily, without manual intervention.

Conclusion

In conclusion, if you are experiencing the issue of Outlook using an old data file copy, it can be frustrating and result in missing emails and contacts. However, there are several solutions available to resolve this issue. The manual solutions discussed earlier in this blog can effectively resolve the issue.

However, these solutions may not always work or may be time-consuming. In such cases, third-party tools like Regain Outlook OST repair can be a reliable and efficient solution to recover corrupt PST files quickly and easily. With their advanced features and algorithms, these tools can help you recover your data with minimal effort and ensure you have the latest data in Outlook.