How to Access Another User’s OST File Easily?

 

How to Access Another User's OST File?

Are you looking to access the OST file of a client, colleague, or friend? If so, this guide will be helpful for you. We'll explore both manual and automated methods to open another user’s OST file effectively.

Microsoft Outlook is one of the most widely used desktop email clients for both personal and business communication. It supports various account types such as Microsoft 365, Exchange Server, IMAP, and POP. When configured, Outlook creates an OST (Offline Storage Table) file that stores mailbox data locally. OST files allow users to access and manage their mailbox data offline, and sync changes once connected to the server.

Common Reasons to Access Another User’s OST File

• Employee Transition: When an employee leaves or changes roles, accessing their OST file ensures continuity in client communication or project management.
• Audits and Investigations: Organizations may need to access OST files during audits, legal discovery, or internal reviews.
• Corrupt Profiles: If a user's Outlook profile becomes corrupted or inaccessible, their OST file may contain recoverable data.
• Team Collaboration: Supervisors or team members may need access to shared communication or tasks stored in the OST file.
• Server Inaccessibility: If the Exchange Server is down or the account has been deleted, the OST file might be the only source of email data.

Manual Method to Access Another User’s OST File

If you have access to the user’s Outlook profile and the OST file is active, follow these steps:

1.   Launch Microsoft Outlook.

2.   Go to File > Open & Export > Import/Export.

3.   Choose Export to a file, then click Next.

4.   Select Outlook Data File (.pst) and click Next.

5.   Choose the OST mailbox folder(s) you want to export.

6.   Set a destination path and click Finish.

Limitations of the Manual Method:

• Requires Outlook to be installed and properly configured.
• Cannot open orphaned OST files (when the original profile or server is unavailable).
• Time-consuming for large or multiple OST files.

How to Access Another User's OST File Using Professional Method?

If you don’t have access to Outlook or are dealing with an orphaned or corrupted OST file, we recommend using BitRecover OST to PST Converter. This tool efficiently opens and converts OST files without Outlook, making it ideal for IT admins, investigators, or end-users.

1.   Download and install the software.

2.   Choose "Configured Outlook Mailbox Data" or browse manually to locate OST files.

3.   Select the OST file/folder you want to access.

4.   Choose PST or any other preferred format from the list of export options.

5.   Set the destination path and click Convert.

Key Features and Benefits:

• Convert OST to PDF, EML, MBOX, and 39+ other formats.
• Supports recovery from damaged, corrupted, and inaccessible OST files.
• Allows direct import to Microsoft 365, Gmail, Thunderbird, Zimbra, and other IMAP-based services.
• Offers advanced filters: date range, subject, sender/recipient, exclude folders, skip empty folders, etc.
• Auto-detects OST files from default system paths or allows custom file selection.
  

Conclusion

We’ve discussed both manual and professional ways to access another user's OST file. While the manual method may work in certain conditions, it has several limitations, especially when the OST file is orphaned or Outlook is unavailable. For a secure, reliable, and versatile solution, we recommend using recommended software, which ensures data integrity and accessibility without risk of data loss.