Understanding the Complete Process of OST to PDF Conversion

Microsoft Outlook is one of the most widely used email clients, used for managing professional communication. Microsoft created MS Outlook to manage an individual’s email communications, store email messages, and keep track of calendar events. Local copies of Outlook mailbox data are stored in the OST file format. Email messages, email attachments, and calendar events can all be accessed by individuals who use MS Outlook, even if they are not connected to the Internet. Since an OST file is associated with Outlook and with a specific user profile, accessing data from an OST file outside of MS Outlook can be challenging.  

This article covers the entire process of how to access an OST file without using MS Outlook, as well as how to convert Outlook OST files into Adobe PDF files, providing the reasons for performing the OST file conversion to PDF format, and providing a reliable method for performing the conversion with email attachments using a commercial product.

For a quick and reliable solution, you can use the professional OST to PDF Converter, which helps convert OST emails into PDF format in just a few simple steps while keeping attachments intact.

Why Convert OST Files into PDF Format?

Converting OST to PDF, in many instances, isan effective means of providing safe and portable access to electronic mail history, which is a priority for those who conduct business or work as part of an organization. As the PDF is an independent file type and is widely accepted, it provides the user with an easy-to-use electronic storage solution.

There are several reasons why many people choose to convert their OST into PDF.

• Long-Term Storage – The PDF provides a good format for long-term storage of electronic messages for future reference and for compliance purposes.
• Universal Accessibility – The PDF is a universal file type that can be viewed on any type of computer/device and does not require Microsoft Outlook.
• Increased Security – The PDF can be secured with password protection to limit access to the file and prevent unauthorised access.
• Easy Sharing – Emails saved in the PDF format are easily shared via email/message with clients, co-workers, or legal teams.
• Printability – The PDF preserves the original formatting of the email, so it is ready to be printed when needed.
• More Organised Storage – The ability to organise your PDF files allows you to categorise your emails more efficiently.

Therefore, prior to converting your OST file to a PDF, it is important to first identify where the OST file is located on your computer’s file system.

How to Locate OST Files in Microsoft Outlook?

The OST file stores a complete offline copy of your mailbox data. While Outlook uses these files in the background, users often struggle to find their exact location. Below are a few simple ways to locate OST files on a Windows system.

Method 1: Find OST File Location via Outlook

1. Open Microsoft Outlook.
2. Click on File and go to Account Settings.
3. Select Account Settings again from the drop-down.
4. Choose your email account and click Change.
5. Under Offline Settings, you can see the location of the OST file.

Method 2: Export OST Data (If Required)

In some cases, users may need to export OST data before conversion:

1. Go to File > Open & Export > Import/Export.
2. Select Export to a file and click Next.
3. Choose Outlook Data File (.pst) and continue.
4. Select the mailbox folders you want to export.

Once the OST file is located, you can proceed with converting it into PDF format with attachments.

How to Convert OST Files into PDF with Attachments?

The FixVare OST to PDF Converter is designed to simplify the conversion process while maintaining email formatting and folder structure. The tool also ensures that all attachments are preserved during conversion.

Follow the steps below to convert OST files into PDF format:

Step 1: Add OST File

Download and install the FixVare OST to PDF Converter. Launch the tool and select either a single OST file or an entire folder containing OST files.

Step 2: Preview OST Email Data

After loading the OST file, the software scans the data and displays all emails in a preview panel. This allows users to verify the content before conversion.

Step 3: Choose PDF as Export Format

From the available export options, select PDF as the output file format.

Step 4: Select Naming Convention

Choose a suitable naming format for saving PDF files, such as subject-based or date-based naming.

Step 5: Start the Conversion Process

Click on the Export button and select the destination folder. The tool will begin converting OST emails into PDF files along with attachments.

The free version of the software allows users to convert a limited number of emails, helping them evaluate the tool before purchasing the full version.

Key Features of Using the OST to PDF Converter

• Multiple Naming Options: Save PDF files using different naming patterns like subject, date, or sender details.
• Duplicate Email Removal: Skip or remove duplicate emails during the conversion process.
• Date Filter Option: Export emails to PDF based on a specific date range.
• Supports Orphan OST Files: Convert inaccessible or orphan OST files without Outlook.
• Maintains Folder Hierarchy: Keeps the original folder structure intact.
• Preview Emails Before Export: View emails and attachments before conversion.
• Flexible Save Location: Choose any location on your system to save converted files.

Conclusion

The conversion ofOST files toa PDF format is oneefficient method ofarchiving, securing, and sharing email information without usingthe Microsoft Outlook application. The ease of completing these conversions would be much easierwith a professional and dependable tool such as the FixVare OST to PDF Converter. It provides a reliable, precise, and efficient method for converting OST emails (with attachments) into PDF format while keeping the original data intact.

Using the instructions found in this blog will allow users to safely manage and protect their Outlook email data for future reference.