Can’t Copy Outlook PST File? Here’s What One Should Do

  Mark Regan
Mark Regan
Published: August 6th, 2025 • 7 Min Read

When a user stores their information with Microsoft Outlook, one of the common complications that arise is not being able to copy the PST file. Users tend to come across notifications like “can’t copy Outlook PST file locked” or “Outlook PST file not copying” that take place due to numerous reasons that leave the users worried, especially when they are required to back up their email information. In this blog, we will delve deep and provide some comprehensive solutions to address the issue of Outlook PST file copying promptly.

Comprehending the Issue “Unable to Copy Outlook PST File”

The complication that users are unable to copy Outlook PST file generally happens when they try to shift or duplicate their Outlook file while it is still running, the background process is attempting to access it. This is when the user is likely to see multiple errors, like cannot copy Outlook PST files locked, can’t copy Outlook PST file, or unable to copy Outlook PST file. Such messages describe that something is restricting Outlook or Windows permission to access the file.

This complexity occurs in not just one version of Outlook but all of them that occurs on any type of system where local memory is consumed by data files that must stay protected or utilized by another process.

Common Reasons Why Users Cannot Copy Outlook PST File

  • Running of Outlook: This is one of the most common reasons why users are not able to copy Outlook PST file as the background process still runs time to time even though the Outlook window is closed.
  • Corruption of Files: The PST files that store email information could turn out to be corrupted because of numerous components, such as hardware failure, sudden system shutdowns, cyber and malware attacks, and the list goes on, resulting in tons of errors.
  • Limitations in File Size: Outlook sets certain file size limitations on PST files for smooth processing. If the file imposes more than the suggested size, then it can lead to sudden operation failure due to the heavy threshold, that further leads users to encounter problems while copying data to a different location.
  • Issues with Antivirus: Intrusive Antivirus software sometimes marks PST files as a potential threat by interfering with the process of copy is in working. Features like real-time scanning or quarantine can also cause difficulty copying Outlook PST files.
  • Issues with Permission: Users’ permissions that are not sufficient on the destination folder or the source can lead to being unable to copy Outlook PST file. To minimize such issues, the user must have the appropriate permission to both the destination and source locations.

How to Remedy the “Can’t Copy Outlook Data File” Challenge?

  • Decrease the size of the PST file: Users are advised to consider reducing the PST file size or archiving older emails in order to lighten the file’s weight for smooth operation. The built-in version of Outlook enables users to transfer outdated emails to a separate archival space to minimize the size of the mandatory PST files.
  • Fix corrupted files: Another reason why users can’t copy Outlook PST file due that the corrupted versions of those files fill up the Outlook space. Effectively utilize the “Inbox Repair Tool,” which is also a built-in feature brought by Outlook. It scans for inconsistencies to solve difficulties with the PST file, making the corrupted files healthy.
  • Turn Off Antivirus Software: Antivirus software tends to interrupt or block the copying operation process. To remedy this, disable the quarantine or real-time scanning temporarily. After the copying process is done, enable the protection again to maintain system security.
  • Regulate Permissions: When the user cannot copy Outlook PST file, simply ensure all the permissions of both the destination and source folders. It is crucial for users to have enough read and write permissions to efficiently execute the PST file copying process.
  • Use Safe Mode: Boot the Windows operating system in Safe Mode to load only the services that are most essential. This will assist users in copying their PST files without any interruptions from any third-party add-ins.

Steps to Take When Users Cannot Copy Outlook PST File

  1. Download and launch the Outlook PST Recovery Software on your system.open tool
  2. Second, choose “Select Files” or “Select Folders”.select files or folders
  3. Next, after you have chosen the required files or folders, select the saving option you wish to save your converted document in.saving options
  4. Afterwards, choose the favorable “Destination Path” and the “File Naming Option.file name and destination path
  5. Finally, hit “Repair” and wait for the process to get done.start the process

Recover Password-Protected PST Files Effortlessly

Another advantage offered by the BitRecover software is its ability to recover passwords of any type of PST file. With the great assistance of PST Password Recovery Tool, a modern utility is specifically constructed to easily unlock PST files regardless of the file’s version. The robust software has the capability to retrieve lost passwords of the deleted elements from Outlook PST files easily. Moreover, the tool is compatible with both Outlook 32-bit and 64-bit versions, along with a self-explanatory UI/UX.

What Happens If the Issue Remains Unresolved?

  • Loss of Data: Continuous occurrence of blunders during the PST file copying process can lead to a tremendous corruption and loss of data information, hindering crucial emails, contacts, calendars, and other communications that are stored within the PST files.
  • Hindrance to Security: Constant ignorance of error messages subjected to copying of PST files can often result in having system vulnerabilities due to malware attacks and other reasons. If the user fails to address such a complication, then it could reveal the entire system to security risks and data breaches.
  • Casual Deletion of PST Files: It is to be kept in mind that if the user can’t copy the Outlook data file and cannot find a solution for it. This can heighten the risk of accidental deletion without a backup solution or a source to recover the PST files.
  • Minimized Effectiveness: Users who discover recurring errors on a constant basis are likely to be less productive as they spend more time debugging than focusing on the main job that is crucial.
  • Workflow Hindrances: Issues that remain unresolved can direct to long delays in acquiring valuable data, planning activities, and more. This proves to be a harmful procedure for organizations that are significantly dependent on Outlook for planning and communication.

Conclusion

There are times when users are not able to copy Outlook PST file due to many reasons, making the process frustrating and lengthy. The issue is majority-wise caused by another application or Outlook itself locking the file. In case of stubborn locks and corruption, it is recommended to take the assistance of a professional tool like the software offered by BitRecover for reliable troubleshooting. Neglecting such serious errors can result in jeopardizing the integrity of the data contained in the PST files, along with breaches by malware attacks.


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