Outlook program and MS Exchange server application usually do not have any built-in features or functions for rescuing the user from such problems of oversized OST. Though Microsoft has released some of the service packs which helps the user when these OST files approach or cross this 2GB verge limit. During that time, the Outlook email program shows some errors and after that it stops accepting to save any further data. This mechanism, can, to certain extent, save the OST file from getting corrupted due to oversize. But once this 2GB limit has been reached, there is hardly anything a user can do, and fails to send/receive any mail messages, or make schedules or save appointments, write to do lists or notes, try synchronization, etc., unless and until that bulk of data is removed from that OST file and it is compacted thereafter by size reduction to make it lesser than 2GB. This problem when faced is typically an inconvenient one when the data in user’s OST file grows large and very large in size. Since MS Outlook 2003 version and its subsequent versions a new file format for OST has been introduced, which supports the Unicode format that does not limit the file size to 2GB limit any longer. Therefore, if users are using Outlook 2003 and any higher version, then OST files created in those versions with new Unicode format, then those users do not to need to worry at all about the oversizing problem.
Errors often seen at this time
• Task 'Microsoft Exchange Server' reported error (0x00040820):'Errors in background synchronization. In most cases, further information is available in a synchronization log in the Deleted Items folder.'
• Can't copy the item.
• Errors have been detected in the file xxxx.ost. Quit all mail-enabled applications, and then use the Inbox Repair Tool.
• Errors in background synchronization. In most cases, more information is available in a synchronization log in the Deleted Items folder.
As discussed above in detail, you can make out very much that Microsoft does not offer any satisfactory method to solve the oversizing OST file issue. In light of this absence, the best solution that rests in the hands of a user is to try out a third-party OST Recovery product in case he does not know what to do if Outlook OST file does not work.
Last updated 7 May 2014