How to Fix “OST File is in use and Cannot be Accessed” Error in Outlook

Understanding the Error: “OST File is in use and cannot be accessed”

The “OST file is in use and cannot be accessed” error in Outlook typically occurs when the Offline Storage Table (OST) file, which stores a local copy of your mailbox for offline access, becomes locked or inaccessible. This error prevents Outlook from synchronizing or opening the file, disrupting your workflow.

Common Causes of the Error:

• Background Processes: An external program may be accessing the OST file.
• Corrupted OST File: File corruption can make the OST file unreadable.
• Improper Outlook Shutdown: Abruptly closing Outlook can leave the file locked.
• Synchronization Issues: Problems syncing Outlook with the server can cause this error.

Understanding these causes is crucial for identifying the right solution to regain access to your OST file and restore Outlook functionality.

7 Best Solutions to Fix Outlook OST is in use and Cannot Be Accessed Error

1. Close All Applications Accessing the OST File

The simplest method is to ensure no other application is using the OST file.

• Close Microsoft Outlook completely.
• Open Task Manager by pressing Ctrl + Shift + Esc.
• Check for processes like Outlook.exe, Lync.exe, or Communicator.exe that may be accessing the OST file.
• Right-click on these processes and select End Task.
• Restart your system and open Outlook again.

This simple step resolves most cases where the OST file is locked by another process.

2. Disable Cached Exchange Mode

Cached Exchange Mode stores a local copy of your mailbox, which can cause synchronization conflicts and lock the OST file. Follow these steps:

1. Open Outlook and navigate to File > Account Settings > Account Settings.
2. Under the Email tab, select your account and click Change.
3. Uncheck the Use Cached Exchange Mode option.
4. Restart Outlook to check if the issue persists.

Disabling this mode forces Outlook to access data directly from the server, eliminating conflicts.

3. Repair OST File with Inbox Repair Tool (ScanPST)

The built-in ScanPST.exe tool can fix minor OST file corruption:

1. Locate ScanPST.exe on your system (usually found in the Outlook installation folder).
   • Default location: C:\Program Files\Microsoft Office\root\OfficeXX (XX denotes your Office version).
2. Run ScanPST.exe and browse to the location of the OST file.
3. Select the file and click Start to scan for errors.
4. Click Repair once the scan completes.
5. Open Outlook to verify if the issue is resolved.

This tool is effective for minor file corruption but may not work for severely damaged files.

Instant Solution: If manual methods fail to fix the corruption in your OST file, you can use the Aryson OST Recovery Tool as an instant solution. This tool is designed to repair damaged OST files from Outlook versions 2019, 2016, 2013, 2010, and earlier, making it a reliable option for resolving the issue

4. Create a New Outlook Profile

If the issue persists, creating a new profile can resolve corrupted settings.

• Open the Control Panel and search for Mail.
• Click on Show Profiles and then Add to create a new profile.
• Name the new profile and configure your email account with the necessary credentials.
• Set the new profile as the default by selecting it under Always use this profile.
• Restart Outlook with the new profile to check if the problem is fixed.

5. Use Aryson OST to PST Converter

When manual methods fail or seem too complicated, a professional tool like Aryson OST to PST Converter is a lifesaver. This software is designed to convert and recover data from inaccessible OST files efficiently.

Steps to Resolve OST File is in use and cannot be accessed:

1. Download and install Aryson OST to PST Converter on your system.
2. Launch the application and add the inaccessible OST file.
3. Preview the contents of the file to ensure the data is intact.
4. Select the desired file format for conversion (e.g., PST).
5. Choose a destination folder and start the conversion.
6. Import the converted PST file into Outlook using File > Open & Export > Import/Export.

This tool supports all Outlook versions and works seamlessly on Windows 10/11, making it the best solution to fix the OST file is in use and cannot be accessed Outlook error in Windows 10/11.

6. Update or Repair Microsoft Office

Outdated or damaged Office installations can cause errors:

1. Open Control Panel > Programs and Features.
2. Select Microsoft Office and click Change.
3. Choose Repair and follow the instructions.
4. Update Office to the latest version for improved stability.

7. Rebuild the OST File

Rebuilding the OST file often resolves corruption issues.

• Open Outlook and go to File > Account Settings > Data Files.
• Note the location of the OST file, then close Outlook.
• Navigate to the OST file directory on your system (default location: C:\Users\[Your Username]\AppData\Local\Microsoft\Outlook).
• Delete the OST file.
• Reopen Outlook; it will automatically create a new OST file and synchronize it with the server.

This process resolves most corruption-related errors but may take time for large mailboxes.

Preventing Future Errors

To avoid encountering “OST File is in use and cannot be accessed” in the future, follow these tips:

• Always close Outlook properly before shutting down your system.
• Keep Microsoft Office updated to the latest version.
• Regularly back up your OST files and convert them to PST for added security.

Conclusion

The “OST file is in use and cannot be accessed” error can be frustrating, but it is manageable with the right approach. Start with simple solutions like closing conflicting applications or disabling cached mode. If these do not work, advanced methods like repairing the file or rebuilding the OST can help. For a hassle-free and professional solution, use Aryson OST to PST Converter, which guarantees safe and efficient recovery.

With these steps, you can quickly resolve the fix Outlook OST cannot be accessed error and regain access to your important data. Always take preventive measures to avoid encountering such issues in the future.

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