Synchronization Error in Outlook and OWA OST File – Issue Resolved

If you are facing Outlook & OWS OST synchronisation error then read this write up that will explain the method of synchronization error in Outlook and OWA OST file deeply. So stay on this blog and capable to know the complete process of sync from OWA OST & Outlook.

If MS Outlook or OWA (Outlook Web Access) OST synchronization by Exchange Server doesn’t rise properly, the given point should let users know about them –

• Working with MS Outlook reasons issue but when users disable cached mode, all works fine.
• Numbers of mails in mailboxes of OWA & Outlook 2013/2010/ 2016/2019/2003 /2007 may differ.
• Completion of synchronization with Exchange Server, some items in OST file (calendars, notes, tasks, emails, contacts, etc.) & Exchange folder are missing.
• Error messages are encountered during the OST file is synchronized with Exchange Server & onetime OST cannot be used.

How to Work with them

Microsoft offers OST integrity Check program (free) that assists to check out & repair OST synchronization problem between Exchange Server & OST. The offline copy Exchange folder such as OST is scanned & the number of items in the OST file & respective folder is being compared.

If there are differences, the scanost.exe reunites them (however there are no modifications done in folder data) The issues are saved in scan log in deleted items folder. If there is any issue that scanost.exe tool can’t resolve, it also provides information about it. The error will note in a mail that has the subject OST Integrity Check.

For Outlook 2003 or 2007 Users

Run Scanost.exe (OST Integrity Check) tool that can assist to check the OST file for inconsistency. For installed Outlook, OST integrity Check tool will automatically get installed in system & assists to resolve the OST data not synchronization problem.

• Firstly, double hit on Scanost.exe & enter the Profile Name that has OST file. Users will be offered with two functions – Connect & Work Offline. Hit on the Connect button.
• If you have need OST Integrity check program to automatically solve the difference at this time of scanning OST, then enable check box to repair Errors. Hit on the Begin Scan option & solve OST file synchronization problem.

For Outlook 2010/ 2013/ 2016/ 2019

For Outlook 2010, 2013, 2016, 2019, OST check Integrity Check program is not inbuilt. Therefore, if there is any issue with a specific mailbox, it is recommended to resynchronize the mailbox. Here are some steps that users need to follow –

• Firstly, right click on the mailbox that has to be re synchronized & drop-down to Properties.
• Hit on Click Offline Items & Click on OK button.
• Now in the program ribbon, hit on the Receive/ Send tab to begin the synchronize process.
• Click on Update Folder

If it doesn’t work, then it is advised to re-build the OST file, i.e. delete entire data from the folder & then download it again from Exchange Server.

Process to re-build OST file

Delete existing data from OST file (that is to be re-build) & then rename the OST file.

• Firstly locate the OST file. TO do it, go with Start button & paste the given path on the run textbox –

In Windows XP – C:\ Document & Settings \ users \ Local Settings \ Application Data\ Microsoft \ Outlook

Windows Vista & 7 – C:\ Users \ users\ AppData\ Local \ Microsoft\ Outlook

Windows 8 & 10 – C:\Users\ <users>\ AppData \Local\ Microsoft\ Outlook\ email.ost

• If the mailboxes are not displayed, that means there is requirement to unhide them. For that –
• Open ‘My computer’ & then from the ‘Tools/ Organize’ menu, drop down to folder options/ folder & search options.
• In the View tab disable the checkbox for Hide Extensions to know file Types.

• By default, the cache copy of Exchange database is saved as Outlook .ost format. If it already saved, Outlook generates new OST file with a suffix. i.e. Outlook1.ost. Users have full permission to rename the OST file at users’ convenience.
• If an issue “File is in used” is encountered, firstly make sure that Outlook .exe & winword.exe processes are not running at the backend. For that open Task manager (Ctrl + Alt+ Del) & check if the processes are running or not. If yes, then click on the processes in list & click on End Task.
• Once the process of renaming OST file is complete, restart the Outlook. Users receive a message preparing for first access. Wait for some time for folder synchronization process will take time.
• Now when the mailbox is synced with OST file, check if the error persists. If yes then it is not the OST file that is reason of the problem.

Smart Solution

If there is an alternate i.e data is not available on the Server but the local copy of database is available the –

• Save OST file data to PST for Outlook and delete OST file.
• Download data from Exchange Server & import the PST file by Outlook.
• Moreover, remember that you are capable to use ‘do not import duplicates’ function when you import PST file.
• For importing PST file go with File menu & then choose Import/ Export wizard.