How to Fix Outlook Data File Cannot Be Accessed Error? PST & OST

Microsoft Outlook stores mailbox information in PST and OST files, including emails, contacts, calendars, attachments, and other data. However, users sometimes encounter the error "Outlook Data File Cannot Be Accessed" while opening Outlook or accessing their mailbox.

This issue can prevent users from sending or receiving emails and accessing important mailbox folders. It may occur due to corrupted data files, incorrect permissions, damaged Outlook profiles, or synchronization problems.

Let's explore some effective ways to resolve this Outlook error.

Why Does Outlook Data File Cannot Be Accessed Error Occur?

Some common reasons include:

• Corrupted or damaged PST or OST files.
• Incorrect file permissions or read-only attributes.
• Outlook Data File moved or deleted from its original location.
• Damaged Outlook profile.
• Synchronization problems with Exchange or Microsoft 365.
• Oversized PST files or insufficient disk space.

5 Ways to Fix Outlook Data File Cannot Be Accessed Error

1. Check the Outlook Data File Location

Sometimes Outlook cannot access a data file because it has been moved or renamed.

1. Open Outlook and navigate to File > Account Settings.
2. Select Account Settings again.
3. Open the Data Files tab.
4. Check the location of your PST or OST file.
5. Verify that the file exists at the specified location.

If the PST file has been moved, reconnect it from its new location.

2. Check File Permissions

Incorrect Windows permissions can prevent Outlook from opening its data files.

1. Locate your PST or OST file.
2. Right-click it and select Properties.
3. Check whether the Read-only option is enabled.
4. If enabled, uncheck it and click Apply.
5. Open the Security tab and verify your account has the required permissions.

Restart Outlook and check whether the issue is resolved.

3. Repair the PST File Using ScanPST.exe

If the error occurs due to PST corruption, Microsoft provides an Inbox Repair Tool called ScanPST.exe.

1. Close Outlook.
2. Locate ScanPST.exe in your Office installation folder.
3. Browse and select the affected PST file.
4. Click Start to scan the file.
5. If errors are detected, select Repair.
6. Reopen Outlook after completing the repair.

Keep a backup of the original PST file before starting the process. ScanPST may not repair every type or level of corruption.

4. Rebuild the OST File

If an OST file is damaged, you can recreate it once the mailbox data has been safely synchronized with the Exchange or Microsoft 365 server.

1. Close Outlook.
2. Press Windows + R.
3. Enter %localappdata%\Microsoft\Outlook.
4. Locate the associated OST file.
5. Make a backup before proceeding.
6. Rename or move the OST file.
7. Restart Outlook and allow it to synchronize the mailbox again.

Note: Do not rebuild the OST file if it contains unsynchronized or local-only data that you need. Recover that information before replacing the file.

Automated Solution: Repair Corrupted PST and OST Files

If manual troubleshooting does not resolve the issue, the problem may be related to severe data file corruption.

For corrupted PST files, SysTools Outlook PST Repair provides an alternative to the built-in ScanPST utility. It helps users recover mailbox items from damaged or inaccessible PST files and save the recovered data into a new file.

Conclusion

The Outlook Data File Cannot Be Accessed error can occur due to file corruption, incorrect permissions, missing data files, or damaged Outlook profiles. Start by checking the file location and permissions, then try ScanPST for PST corruption or rebuild an OST file if the server contains all required mailbox data.