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Query by Kiona Maverick: “I have an
OST file from a legacy Outlook profile that no longer syncs data, but it has
important client emails and a few attachments. I need to save OST emails to
PDF so that I can share the entire mailbox easily with other teammates
without relying on the MS Outlook account. Is there any easy solution for
conversion?” |
OSTs are an
Outlook data copy of the Exchange server cache stored offline on the system.
These are designed for synchronizing the Exchange server data, Office 365, and
IMAP accounts to Microsoft Outlook and are not portable. This results in common
challenges like profile corruption, account deletion, and others when the
access breaks. Whereas, PDF is a static and reliable document format, accepted
universally, and thus, users convert OST to PDF. This guide explains effective
free solutions and an OST to PDF Converter for quick and simplified conversions.
Overview of OST and PDF File Formats
Before proceeding with the reasons or methods to convert OST file to PDF, let’s take a quick glimpse at both formats.
OST (Offline
Storage Table):
·
Synchronized copy of the Outlook Exchange mailbox data; stored locally on
the OS.
·
Is only accessible with the original Outlook profile in which it was
created, connected with the MS Exchange Server.
·
Cannot be opened or shared directly and is unsuitable for audit and legal
cases.
·
A specialized database for offline storage that syncs back the changes
once connected online.
· Consistently updated by Outlook and encrypted by the specific profile.
PST (Portable
Document Format):
·
Universal document format designed by Adobe for document viewing,
presenting, and sharing.
·
An independent file format accessible anywhere without internet
connectivity, preserving the data.
·
Ideal format best suited for legal archiving and to share final versions
of documents among teams.
·
Secure, scalable, and portable file format with options for encryption
and password protection.
·
Has a fixed layout and is likely accepted as digital evidence in courts
and used for other purposes.
Key Factors to Convert OST to PDF
The
substantial reasons for the OST to PDF conversion are specified in this
section. Go through them to know why users prefer PDF over PST for OST
archives:
ü PDFs are structured, easily accessible,
readable, and non-editable.
ü Has no Outlook or server dependency to
present or view email data.
ü Secure files useful for long-term
archival without corruption risks.
ü Widely accepted by courts and are ready
to use for audits and analysis.
ü Easy sharing without any data theft or
other risks with password protection.
ü Can be opened on any device and OS
(Windows, Mac, Android, Tablet, etc.)
ü PDF files maintain a fixed layout, which
is ideal for printing documents.
ü Preserve the original formatting and other data structures as in the OST.
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Real World Scenario An IT team at a finance firm needed to submit 500+
OST emails for a legal audit. However, the original Office 365 account was
deactivated after an employee’s exit, and only the OST backups were left. It
was not possible to reactivate the account, and Outlook was unable to open
multiple OSTs. The only absolute option in this situation was the OST to PDF
file conversion. |
How to Simply Change OST Files into PDF?
In this
section, explore all the available optimal strategies for the conversion
without much hassle.
Traditional Methods to Convert OST to
PDF
There are two common manual approaches that users generally prefer for free conversions with a few OST files. These are explained in detail below.
1) Save OST
Files to PDF by Print
1. Open the MS Outlook profile
connected with the active Exchange server.
2. Then, browse to your OST files
and select and open any one.
3. Further, press Ctrl+P or go to File
and select the Print option.
4. After that, in the dialog, set the
destination as Microsoft Print to PDF.
5. Apply other page settings and
click Print to convert the OST file.
6. Finally, choose a location to save the new PDF and click Save.
2) Export OST
File to PDF with Save As
1. Initially, open Outlook and
select the OST file that you want to convert.
2. Then, go to the File menu and
from it, select the Save As option.
3. Afterward, set the file type to HTML,
choose a location, and tap Save.
4. Now, locate your HTML file and
right-click to open it with MS Word.
5. Make the edits, if desired, and from File,
again choose Save As.
6. At last, select the output type as PDF, pick a path, and click Save.
Loopholes of
the Native Approaches:
·
Lengthy, time-consuming, and converts one or a few files at a time.
·
No support for bulk conversion or advanced customization.
·
Orphaned and corrupted OSTs are inaccessible with Outlook.
·
MS Outlook is mandatory, and you require an additional application.
· Folder structure is lost, and attachments are not preserved accurately.
Industry Method to Convert OST to PDF
When you want to overcome the manual limitations and ensure a scalable, optimal, and risk-free conversion, use SysInfo OST to PDF Converter. This dedicated software allows bulk conversions, has a few simple steps, and preserves data. Additionally, it requires no expertise and is suitable for everyone. Moreover, it works offline and has no database storage for your OST records. Thus, is highly secure and a preferred choice for all.
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One-Time OST
to PDF Conversion For a
hassle-free conversion with manual efforts or software installation, avail SysInfo
One-Time Service. Here, our experts take care of all your conversions
with additional customizations as specified by you! |
Simple Steps
to Convert OST File to PDF
1. Launch the OST File to PDF Converter
Tool and click Next when it opens.
2. Further, use the Select File/Select
Folder buttons and load OSTs in the tool.
3. Tap Next and expand the tree
folder hierarchy to preview the data.
4. Select the OST folders from the
tree view for conversion and click Next.
5. After that, opt for the PDF
format from the output menu and use filters.
6. Finally, select a Path to Save the resultant document file and tap Convert.
All your OST
emails get saved as clean and readable PDF files with attachments embedded in a
linked or separate folder, until explicitly removed.
Top-Notch Features of Specialized
Converter Tool
·
Convert OST to PDF and many other file formats like PST, MBOX, CSV, etc.
·
Perform OST conversions without Outlook installation in minimal time.
·
Retain all emails, contacts, calendars, notes, tasks, and journals
intact.
·
Preserve the original email formatting, metadata, and folder structure.
·
Remove duplicates, attachments, sort data based on dates, & add
custom names.
·
Support for all orphaned and other OSTs created in any Outlook or
Exchange version.
·
Wide compatibility with all Windows and Mac OS versions, whether the latest
or earlier.
· Offers a Demo Version for evaluation and free conversions with 24*7 Technical Support.
Note: If you have any corrupted OST files
that you want to convert, first, use the OST Recovery Tool to fix them
and then convert them.
Conclusion
Convert OST to
PDF to liberate your data and free it from Outlook dependency. This blog
explained all about OST and PDF files and the conversion needs. The manual
methods described above are suitable for a few files only and not for
large-scale conversions. Try the OST File to PDF Converter Tool for trusted,
verified, 100% accurate, effortless, and error-free conversion.
FAQ
1. Can I
convert an OST file to PDF directly?
Yes, of course. To directly export OST file to PDF, use the automated OST to PDF File Converter Tool by SysInfo. It ensures bulk conversions without size limitations and has many advanced custom filters for the best results.
2. How do I
convert OST emails to PDF with attachments?
Change OST files into PDF with attachments by using the versatile OST to PDF Conversion Tool. It automatically keeps the attachments and saves them at the specified location until you opt to migrate without them.
3. Is it
possible to convert corrupted OST files to PDF?
Yes, you need
to first repair the corrupt OST file and then, later, using the SysInfo OST
Converter Tool, save it to PDF.