Sifo Systems OST to PST: A Complete Conversion GuideConverting OST (Offline Storage Table) files created by Sifo Systems to PST (Personal Storage Table) format is a common requirement when migrating mailboxes, recovering mailbox data, or moving from an Exchange/IMAP environment to a standalone Outlook profile. This guide explains why conversions are needed, safe preparatory steps, several methods (native and third‑party) with step‑by‑step instructions, troubleshooting tips, and best practices to ensure data integrity.
What are OST and PST files?
- OST: Offline Storage Table — a local copy of a mailbox stored for offline access when using Exchange, some IMAP configurations, or specialized systems like Sifo Systems. OST reflects server-side mailbox content and synchronizes changes when connected.
- PST: Personal Storage Table — a portable Outlook data file used to store email, contacts, calendar items, and other mailbox data locally. PST files are commonly used for backup, archiving, or importing into different profiles or systems.
Why convert Sifo Systems OST to PST?
- To migrate mailboxes to a different Exchange server or to Office 365.
- To preserve mailbox data before decommissioning a server or user account.
- To recover emails from a corrupted or inaccessible mailbox where the OST is the only available copy.
- To archive or share mailbox data as a single portable file (PST) for long‑term storage or compliance.
Preparation — safety and prerequisites
- Ensure you have a backup of the OST file and any related configuration files. Never work on the only copy.
- Confirm Outlook version and Windows environment (steps differ slightly between Outlook 2010, 2013, 2016, 2019, and Microsoft 365).
- If the OST is from an active account, consider exporting via Outlook (recommended) to ensure synchronization integrity.
- If the OST is orphaned (no longer connected to its mailbox), be prepared to use specialized conversion tools or a recreation approach.
- Close Outlook and other email clients before working with files directly.
Method 1 — Recommended: Use Outlook Export (when account still accessible)
If the Sifo Systems OST is connected and the account is accessible in Outlook, exporting via Outlook is the safest option because it preserves folder structure, metadata, and avoids directly manipulating OST internals.
Steps:
- Open Outlook with the Sifo Systems account configured and fully synchronized.
- File > Open & Export > Import/Export.
- Choose “Export to a file” > Next.
- Select “Outlook Data File (.pst)” > Next.
- Select the mailbox folder(s) to export (check “Include subfolders”) > Next.
- Choose a location and filename for the PST; select desired options for duplicate handling.
- Finish. Optionally set a password for the PST.
Notes:
- This method requires the account to be online and synchronized. If server data differs from local OST, exporting after a fresh sync is best.
- Exported PST files can be imported into another Outlook profile or opened directly via File > Open & Export > Open Outlook Data File.
Method 2 — Create a new PST and move data (when account accessible)
An alternative when you prefer manual control:
- In Outlook, go to Home > New Items > More Items > Outlook Data File.
- Create a new PST file.
- Drag and drop folders and items from the OST/mailbox into the PST.
- After copying, verify contents and then close Outlook and archive/copy the PST.
This is useful when you need selective export (specific folders) or want to restructure before creating the PST.
Method 3 — Recover from orphaned or corrupted OST (when account not accessible)
If the OST cannot connect to its mailbox (account deleted, server gone), Outlook cannot export directly. Use one of these approaches:
A — Recreate profile and reattach OST (advanced)
- Outlook expects OST to map to a specific mailbox profile. Recreating a profile with the same account and server settings may allow Outlook to reuse the existing OST. This is hit-or-miss and often not feasible if account is permanently removed.
B — Use Microsoft’s built-in tools (limited)
- ScanPST (Inbox Repair Tool) repairs PST files, not OST. There is no official Microsoft OST→PST converter. Trying to rename OST to PST is not supported and can corrupt data.
C — Use trusted third‑party OST to PST converters (recommended for orphaned OST)
- Several third‑party tools can read OST structures and export to PST, even when orphaned or corrupted. Choose a reputable tool that:
- Supports your Outlook/Exchange versions.
- Preserves folder hierarchy, item properties, attachments, and timestamps.
- Offers preview and selective export.
- Has good reviews and a trial that allows verification before purchase.
General steps with third‑party tools:
- Install the converter on a Windows machine with Outlook closed.
- Open the converter and load the OST file (point it to the file location).
- Allow the tool to scan/repair the OST as needed.
- Preview items and select folders to export.
- Choose PST as the output format and set options (split PST if large, password protect if needed).
- Run the conversion, then verify the PST by opening it in Outlook.
Common issues and troubleshooting
- Outlook can’t open the OST: Ensure the profile matches the mailbox; try recreating the Outlook profile. If orphaned, use a third‑party tool.
- Conversion missing items: Verify the OST file is intact and not partially synced. Use a tool that shows a preview to confirm items before conversion.
- Large OST files cause timeouts or slow conversions: Use PST splitting options or convert folder-by-folder.
- Corrupted OST: Scanning with converters that include repair capabilities often recovers items; success varies with corruption level.
- Permission/lock errors: Ensure Outlook is closed and file permissions allow read access. Copy the OST to a local working folder before conversion.
Choosing a third‑party converter — evaluation checklist
- Ability to convert orphaned OSTs.
- Fidelity: preserves metadata, read/unread status, attachments, calendar items, contacts.
- Preview capability and selective export.
- Speed and stability on large files.
- Support for Unicode and large PSTs (>50 GB).
- Clear licensing and a trial/demo mode.
- Good support and up‑to‑date with current Outlook versions.
Comparison table (example factors)
| Factor | Why it matters |
|---|---|
| Orphaned OST support | Needed when account is deleted |
| Data fidelity | Ensures accurate migration |
| Preview/selective export | Avoid unnecessary conversions |
| PST splitting/password | Manage large files and security |
| Trial/demo | Verify before buying |
Best practices
- Always work on a copy of the OST, never the original production file.
- Validate exported PSTs by opening in a test Outlook profile and spot‑checking folders and items.
- Keep versions and backups: retain both original OST copy and final PST until migration is verified.
- Document mailbox structure and any known anomalies before conversion.
- If migrating many mailboxes, automate with supported tools or scripts where possible; test on a pilot mailbox first.
Quick checklist before conversion
- [ ] Back up the OST file.
- [ ] Confirm Outlook version and compatibility.
- [ ] If account active, fully synchronize mailbox.
- [ ] Decide export method (Outlook export vs. third‑party).
- [ ] Run conversion on a copy; verify results in Outlook.
- [ ] Archive and store final PSTs securely.
Converting Sifo Systems OST to PST is straightforward when the account is accessible (use Outlook export). For orphaned or corrupted OSTs, reputable third‑party converters are the practical solution. Following precautions—working on copies, validating output, and documenting—will minimize data loss and ensure a smooth migration.
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