Why do I have 2 OST Files? Complete Information

Having 2 OST files may seem unusual, but it can occur for several legitimate reasons -ranging from Outlook profile settings to mailbox configurations. In this guide, we will explain why you have 2 OST files, what it means for your Outlook performance, and how to manage and reduce duplicate OST files.

If you have ever opened Microsoft Outlook and discovered that you have 2 OST files on your system then you are not alone as lots of users are facing the same problem without knowing the reasons why it happens or what the problem is. An OST stands for offline storage table is used by Outlook to store a copy of mailbox data from Exchange, Microsoft 365 or IMAP accounts, allowing you to access your emails, and calendars even without connectivity.

Why Do I Have 2 OST Files? Common Causes Explained

• Each Outlook profile operates independently and crashes its own OST file to store offline data. If you have set up multiple profiles for corporate and individual users. Outlook will regenerate a separate OST file for each one. This is normal behaviour of Outlook, but it can create confusion when you are not active for a long time.
• When you have access to a shared mailbox(like team inbox or support email) Outlook may create additional OST files to store its contents locally especially if cached Exchange Mode is enabled. It also makes Outlook more responsive, but it also adds to disk usage and complexity.
• Sometimes, profile corruption forces Outlook to create a new OST file. If it doesn’t always delete the old one, which means both files can exist on your machine. While Outlook usually works fine with the newer OST file but leftover old OST file can be safely deleted if no longer in use.
• When Outlook has trouble syncing with the mail server – perhaps due to network hiccup or server glitch it might generate a new OST file to try and reestablish connection. The original file remains on the system causing duplication.
• If your mailbox is exceptionally large, Outlook may split content into separate OST files or rebuild them to optimize performance. While this is relatively useful, it can happen, especially if you have recently changed sync settings or upgraded Office.
• Occasionally, if your Outlook crashes or doesn’t close properly the OST file may get locked and marked as in use. When Outlook restarts and can’t access the locked file, it creates a new one. Due to these you may have 2 OST files.
• In corporate environments if you have AD credentials altered or corrupted, Outlook might treat your account as new and regenerate an OST file. This is more common in domain-managed environments and often goes unnoticed by the user.

How to Identify and Locate OST Files?

If you suspect you have 2 OST files but aren’t sure where they are and which profile are using. Then follow approach as we have shared to identify OST file location by using Outlook settings, via file explorer and use command prompt:

Method 1. Locate OST File Using Outlook Settings

1. Open Outlook and click on the file.
2. Press on Account Settings and click on Account Settings again from the dropdown.
   
3. In the Email tab, click on data files and you’ll see a list of data files.
   
4. You’ll see the location of the active OST files.
   

Method 2. Identify OST File Location using File Explorer

1. Press Win+R to open the run dialog.
2. Type: %localappdata%\Microsoft\Outlook\
3. It will show all OST files associated with Outlook profiles.

Method 3. Find OST Path Using Command Prompt

1. Press Win+R and type CMD.
2. Click on the OK button to open Command Prompt.
3. Now, Enter command dir “%localappdata%\Microsoft\Outlook” /s /b *.ost.
4. It will show the path of all OST files.

How to Manage and Merge 2 OST Files Manually?

If you have verified that you have 2 OST files and now look to manage them efficiently. Reduce your OST file size to save disk space but also improve Outlook performance and stability.

Method 1. Organize and Consolidate OST Files

1. Open the Control Panel and click on Mail.
2. In the Mail setup window, click on Show Profiles.
3. Review all listed profiles, Identify the ones you no longer use.
4. Select an unused profile and click on Remove.
5. Set your primary profile as default and click on Always use this profile.

Method 2. Backup and Delete UnRequired OST Files

1. Locate OST files as and check if the OST file is actively used.
2. Copy unwanted OST files to the backup folder.
3. After backup, delete unwanted OST files.
4. Restart Outlook to reflect changes and run smoothly.

Method 3. Use Outlook Inbox Repair Tool

1. Navigate to SCANPST.exe: C:\Program Files (x86)\Microsoft Office\root\OfficeXX\
2. Replace version according to your Outlook version.
3. Double click on SCANPST. Exe to open Outlook Inbox Repair Tool.
4. Browse the OST file as you want to repair and click on Start to begin the scan.
   

Method 4. Adjust Cached Exchange Online Mode

1. Open Outlook and press on file as appears on upper left corner.
   
2. Click on Account Settings and again press on Account Settings in the dropdown menu.
   
3. Select your email account and click on change.
   
4. Use a slider to Mail keep offline to reduce the cache range.
5. Click Next and press finish then relaunch Outlook to update changes.

Method 5. Disable Cached Mode for Shared Mailboxes

1. Go to file and click on Account Settings.
   
2. Again tap on Account Settings and choose your primary account.
3. Click change and hit on More Settings.
   
4. Under Advanced tab and uncheck download shared mailbox folders.
5. Click OK then Next and press the finish button.
6. Relaunch Outlook.

How to Fix 2 OST File Issues Directly?

If you have 2 OST files and want to fix it directly. Then you can opt for the expert recommended BitRecover OST Merge Tool as this software helps to merge multiple OST files at once, combining data from both OST files without losing any bit of information. This wizard is regularly updated for faster performance and guarantees complete conversion without leaving any data behind.

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Steps to Fix OST File Issues Directly

1. Download Suggested software and run on your machine.
   
2. Click on Configured Outlook OST file and press Next button.
   
3. Choose the OST mailbox folder as you wish to convert and also reliable to avoid spam files.
   
4. Select destination path and choose PST file size as per needed.
   
5. Select Merge options, use advanced filters and press Convert button to fix 2 OST files issues.
   

Top Benefit to Choose an Automated Solution over Manual Method

• This software can auto-detect OST files and also support le me select file option to browse OST file from any custom location.
• It also offers an easy to perform interface to make it a reliable choice for all types of corporate and individual users.
• With this wizard, you can also use filter options to create PST year wise, date range, subject, sender, recipients, exclude folder, skip empty folders and so on.
• It can also detect and delete duplicate data from OST file to maintained file accuracy and no risk of data duplication.
• This software offers advanced functionality to browse individual or batch OST files and also reliable choice for backup OST files.

Preventive Measures

• Regular backup and maintain Outlook profiles to prevent OST corruption or OST files cannot open issues that could lead to creating 2 OST files.
• Monitor mailbox size and clean up periodically to avoid unnecessary data and maintain OST file size and also helps to increase Outlook performance.
• Keep Outlook updated with the latest version to fix bugs and also comes with faster performance that helps in preventing synchronization and file generation issues.

Helpful Questions

Can I delete duplicate OST files?

Yes, You can delete duplicate OST files but before deleting must be checked they are not in use. Always check Outlook profile settings and backup duplicate files before deleting to prevent data loss. Delete inactive OST files to free up storage and make Outlook much faster.

Is it OK to delete OST files?

Yes, it is fine to delete OST files but before deleting it check Outlook is closed when deleting it and check the file is not in use. We suggest you to backup OST file before deleting to prevent accidental deletion.

Why are there two Outlook data files?

You may have two Outlook data files if you are using multiple Outlook profiles, a shared mailbox or if Outlook creates a new OST file when it faces sync issues or profile corruption. Each profile or account may generate its own file for offline access.

Time to Say GoodBye

In this guide, we have explained the effective methods to fix issues of 2 OST files by manually and automated method. In addition, we have also shared the causes of two OST files and how to locate them. Try manual methods to fix this error if it’s not done manually or want to perform directly without investing much time and effort then we suggest you opt automated software as it can solve this issue instantly as convert 2 OST files and offer single PST files which you can easily import on any Outlook profile.