Best Practices for Repairing PST Files Without Losing Data

Outlook’s PST files play a vital role in the functioning of the email client. These data files are also called personal folders. The Personal Storage Table (.pst) files are crucial as they store mailbox content like email messages, contacts, events, and other data files on the local device. The portable nature of these files makes them perfect for archiving. But these crucial files are prone to corruption. There are multiple factors and reasons that can lead to corruption of these files. Even though Microsoft Outlook is one of the most popular email clients, many users are unaware of the causes of PST file corruption. This guide will shed light on reasons and consequences of corruption in .pst files. The post will explore how to perform PST repair tool using free tools, like ScanPST.exe. We will also learn the best practices for repairing PST files without losing data.

Signs of PST File Corruption:

Corruption in the .pst files means a lot. It disturbs the default operation flow of the email client. Some common signs that an Outlook user may encounter are listed below:

• Outlook not sending emails: It is one of the prominent signs of corruption in Outlook data file (.pst). Users may also face difficulties in searching for emails and experience issues with events. They (users) also encounter issues like missing emails and contacts due to the damaged .pst file.
• App freezes or crashes: A damaged .pst file also results in operational interruption. It can also lead to frequent app freeze of crash. Sometimes, the app doesn’t work even after restarting.
• Missing PST file: Outlook data file (.pst) may become inaccessible due to corruption.
• Sync issues: Corruption in the .pst file can also prevent email client from connecting with the server.
• Error messages: A damaged .pst file can trigger a sudden surge in the appearance of error messages, such as 'Cannot open the Outlook data file' or 'The operation cannot be completed,' which can catch the user off guard.

Reasons for PST File Corruption:

Some of the common reasons of this error are listed below:

• An Oversized File: It is one of the major reasons behind .pst file corruption. Over a time, the email data and meta build up, making the data file (.pst) bigger in size. It breaches the limit set by the Outlook version (e.g., 20GB for Outlook 2010 and later). This can result in .pst file corruption.
• Power Shutdown: Any sudden power breakdown can also lead to corruption issues in the PST file.
• Malware Attacks: If a user downloads an email attachment carrying a virus may result in PST file corruption.
• Forced Shutdown: PST file corruption may happen when the user forcefully shut down the email client without following the proper procedure.
• Software Issues: Any sort of compatibility issue between Outlook and third-party add-ins may cause damage to the .pst file.

Best Practices for Repairing PST Files Without Losing Data

This part of the guide will shed light on some proven practices for PST repair. Follow the below guide:

I. Create a Backup Before Repairing: It is one of the most important and basic steps. As a thumb rule, always keep a backup of the file before initiating any repair procedure. The user can use AutoArchive’s feature to automatically move older email messages. Such archived files can be used later by importing them into Outlook. The step-by-step guide is mentioned below:

• Navigate to the “File” tab.
• Browse Open & Export > Import/Export.

• Select “Export to a file” option. Hit “Next” to proceed.

• Now choose Outlook Data File (.pst) option. Press “Next.”

• Select the mailbox folder you need to back up. Then hit on the “Next” tab.

• Provide the location path where you need to save the backup file.
• Give name to the folder. Press the “Finish” tab to conclude.

• Protect the folder with a password if you want enhanced security.

II. Utilize the Built-in ScanPST Tool: Microsoft has provided a built-in utility called ScanPST.exe to fix corruption issues in the email client. It is also called Inbox Repair Tool. It runs multiple scans to check issues in the file header and structure. Then it fixes and repairs damaged data files. First you need to trace ScanPST on the following locations:

Follow the below guide to for the PST repair:

Step 1: Shutdown the Outlook and associated processes. Wait for some time. No forced shutdown.

Step 2: Press “Windows + R” keys to browse the ‘Run’ Dialogue box

Step 3: Now write %programfiles%/Microsoft Office/ in the Run Dialogue Box. Click Enter to proceed.

Step 4: Now choose the targeted PST file.

Step 5: Start the file scan process.

Step 6: The utility runs multiple scans. After the completion of the scan process, a report featuring errors and inconsistencies in the file will be displayed. Click ‘Repair’ to proceed.

Step 7: Choose the backup option and give location path to store the backup file.

Step 8: The repair process will depend on the file size. The smaller file will be repaired in less time as compared to the large file. Once the process is completed, Scanpst will display a summary. Evaluate the findings.

Step 9: Restart the email client and check if the issues have been fixed.

Limitations of ScanPST.exe:

The Inbox Repair Tool is best for a small file (upto 2 GB) with minor corruption issue. Some shortcomings of this utility are:

• Manual Process: It is a multi-stage, manual process. Any mistake or miscalculation may lead to irreversible data loss.
• Complex Corruption: If the corruption in the .pst file falls under ‘severe’ or ‘complex’ category like in case of a malware attack, the ScanPST may struggle to fix the issue.
• An Oversized File: As discussed earlier, ScanPST is best for repairing a small file (upto 2 GB). It may struggle to fix an oversized .pst file.
• Preview Option: This built-in utility doesn’t provide a detailed preview of the email messages and other mailbox items.
• Technical Expertise: A level of technical expertise is required as the utility has many stages, missing any stage needs repeat of process.

III. Alternative Method for PST Repair:

A damaged .pst file means multiple operational issues in the email client including the problem of Outlook not sending emails. This scenario not only results in the loss of productive hours but also put business-sensitive data at risk. In such a situation, we can use any third-party PST repair software. Such tools are based on an advanced algorithm. Stellar Repair for Outlook is one of such tools that is renowned for its ability to quickly fix issues in the damaged .pst file. This tool is capable of repairing even an oversized, or encrypted data file. Some of its USP’s are:

• Provides an intuitive and easy-to-user interface
• Capability to recover even an oversized PST file
• Loaded with advanced filters option to include/exclude emails
• Allows export of the repaired file in multiple file formats like PST, EML, MSG, RTF, etc.
• It supports Office 365 and Microsoft 365
• It is compatible with Outlook 2021, 2019, 2016, 2013, 2010, and previous versions
• Available in 3 versions—Professional, Technician and Toolkit

Conclusion

Nothing is wrong in saying that Outlook data files (.pst) are of paramount importance. Any issue with these files means not only operational issues in the email client but also a risk of losing crucial business data stored in mailboxes. The above guide sheds light on reasons and consequences of the .pst file corruption. By following the detailed procedure mentioned in the post, any Outlook user can restore a corrupt PST file and fix other errors in the email client. We have also learned how to use the built-in ScanPST to repair damaged Outlook data files (.pst). It is also a reality that this utility may fail to address severe corruption issues in the data file. In such a scenario, we can use any third-party PST repair tool for the task. Stellar Repair for Outlook is a reliable tool that quickly scans and fixes issues in the PST file. Unlike ScanPST.exe, the software is capable of fixing errors even in an oversized, severely corrupt, or encrypted PST files.