Outlook is using an Old Copy of your Outlook Data File (OST) Error

OST or Offline Storage Table is an Outlook data file that stores a synchronized copy of all the mailbox items on local storage. Thus, it allows users to access their mail items even when the system is offline. When OST file gets damaged or inaccessible due to errors and inconsistencies, mailbox synchronization may stop and the user may fail to access the mailbox items. In such cases, users may encounter error messages, such as:

Outlook is using an old copy of your Offline Folder file (.ost). Exit Outlook, delete the .ost file and restart Outlook. A new file will be automatically created the next time you initiate a send/receive.

Below, we have discussed the reasons that may trigger this error in Outlook and the solutions to troubleshoot and resolve it.

Reasons for Outlook is using an Old Copy of your Outlook Data File (.ost)

The primary reason for this error is damage or inconsistencies in the OST file. It may get damaged due to various reasons, such as:

1. Corrupt or damaged profile
2. Conflicts with other add-ins
3. Hardware or software failure
4. Storage errors
5. Abrupt system shutdown or power outage
6. Force closing of Outlook
7. Outdated Outlook version
8. Virus or malware intrusion
9. Problem with Outlook application or Windows OS
10. OST file location has changed without updating Outlook settings
11. Oversized or large OST file

Methods to Resolve Outlook is using an Old Copy of your Outlook Data File (.ost) Error

Follow the below methods in the given order or sequence to effectively troubleshoot and resolve the “Outlook is using an Old Copy of your Outlook Data File (.ost)” error.

Method 1: Update Outlook

Outdated Outlook may have some bug or issue that is preventing it from functioning properly. To check and update Outlook, follow these steps:

• Open Outlook and go to File > Office Account > Update Options.
• From the available options, choose Update Now.

 

• If a new update is available, Outlook will start a wizard and download the latest updates. You need to complete the update wizard.
• Then, restart the system and launch Outlook.

Method 2: Create a New Profile

Sometimes, issues with the Outlook profile may also lead to such errors. To fix this, you can create a new profile and replace the corrupt profile with the new one. The steps are as follows: 

• Open the Control Panel, go to User Accounts, and click Mail.

• From the available options, choose Update Now.

 

• Click Add, type any name for this profile, and click OK to create a new profile.
• Then, follow the sign-in wizard and prompts to configure your email account in the new profile.

• Finally, set the new profile as the default one if there are multiple profiles. Just select “Always use this profile” and click Apply > OK.
• Also, from the available profiles, select the problematic profile, and click Remove.

Method 3: Repair OST File

Microsoft Outlook comes with an Outlook data file repair tool called Inbox Repair tool or SCANPST.EXE. This tool can help detect and fix problems with the OST file that may be causing the error Outlook is using an Old Copy of your Outlook Data File (OST). To repair the OST file with SCANPST.EXE, follow these steps,

• Close Outlook and navigate to the SCANPST.EXE location (given below) based on Outlook and Windows versions installed on your system.

Outlook 2016/2019

• 32-bit Outlook: C:\Program Files (x86)\Microsoft Office\Office16\
• 64-bit Outlook: C:\Program Files\Microsoft Office\Office16\

Outlook 2013

• 32-bit Outlook: C:\Program Files (x86)\Microsoft Office\Office15\
• 64-bit Outlook: C:\Program Files\Microsoft Office\Office15\

Outlook 2010

• 32-bit Outlook: C:\Program Files (x86)\Microsoft Office\Office14\
• 64-bit Outlook: C:\Program Files\Microsoft Office\Office14\

Outlook 2007

• 32-bit Windows: C:\Program Files (x86)\Microsoft Office\Office12\
• 64-bit Windows: C:\Program Files\Microsoft Office\Office12\

• Then, run the SCANPST.EXE tool.
• Click on ‘Browse’ to select the problematic OST file and click ‘Start.’
• The tool will scan the corrupt file and displays the ‘Errors were found…’ message.
• Click on the ‘Make a backup of scanned file before repairing’ checkbox and then click ‘Repair.’
• After repair, you can copy the OST file back to its original location and open Outlook.

This should fix the error if caused by a faulty or damaged OST file.

If the SCANPST fails, crashes, or stops responding while fixing the OST file, the file could be severely damaged or too large for SCANPST to repair. In such cases, you can follow the next method.

Method 4: Delete OST File

The error message itself says “delete .ost file and restart Outlook.” If you do this, Outlook automatically recreates the OST file and downloads all mailbox items downloaded from the Exchange or Microsoft 365 or any mailbox server. To delete the OST, go to its location in installation directory, right-click it, and select Delete.

The OST location may vary based on the Windows OS version. Here are the default locations of OST:

• Windows XP: C:\Documents and Settings\Local Settings\Application Data\Microsoft\Outlook
• Windows 7 & Vista: C:\Users\ProfileName\AppData\Local\Microsoft\Outlook
• Windows 8 & 8.1: C:\Users\ ProfileName \AppData\Local\Microsoft\Outlook
• Windows 10: C:\Users \ProfileName \AppData\Local\Microsoft\Outlook

However, deleting the OST file may lead to a data loss situation. For instance, if the error message appeared before OST synchronization, then any emails, notes, or calendar items created or drafted in Outlook will be lost when you delete the OST file. To avoid this, backup your current OST file before deleting it from its default location. You can copy and paste the OST file to a different volume or drive to back it up.

After recreating the OST file, make sure to check your mail items thoroughly. If you find mail items missing, you can use an OST to PST converter software, like Stellar Converter for OST to extract the missing items from the backup OST file and save them in PST file. You can then import this PST file into your Outlook profile or new OST to restore the items.   

The software helps you extract and save all mail items, such as emails, attachments, contacts, calendars, tasks, etc., from the inaccessible or orphaned OST file to a healthy PST file with complete integrity and precision. You can also export the mail items from the OST file directly to live Exchange Server or Office 365 (Microsoft 365) in a few clicks.

Conclusion

The “Outlook is using an old copy of your Offline Folder file (.ost)” error usually occurs when there is a problem with the Outlook data file (OST). In such a case, you can delete the problematic OST after taking its backup. When you delete the OST file, Outlook will create a new OST and download all the mail items from the mailbox server. However, make sure to check the new OST file for any missing mail items. If there are any missing mail items, use an OST to PST converter software, such as Stellar Converter for OST. The software helps you extract mail items, such as emails, attachments, contacts, calendars, tasks, etc., from the backup OST file and save them to a healthy PST file. Then, import this PST file into your Outlook to restore the missing items.  

About The Author 

 

 

 

Ravi Singh

Ravi Singh is a Senior Writer at Stellar®. He is an expert Tech Explainer, IoT enthusiast, and a passionate nerd with over 7 years of experience in technical writing. He writes about Microsoft …