Outlook Data File Cannot Be Accessed

How To Fix: Outlook Data File Cannot Be Accessed

When you are trying to send or receive an email, you might come across the Outlook data file cannot be accessed by an error message on your screen, i.e. if you are using Outlook as your email client. Sometimes, moving the Outlook data files to a different location, than where they are stored locally, can be the reason for this error. 

The OST or data files of Outlook stores all the mailbox data, offline, locally. This file finds its use when the Exchange server of Outlook is down. You can still continue to work with the help of this OST file and any changes made to the account get merged with the Exchange account when the server gets back up.

It might be possible that after upgrading the Outlook, the files became corrupt and that leads to this error. Or sometimes, as mentioned, the Outlook data files (.pst) can be located at the wrong place and that can be the reason for this error. In addition, a corrupt offline storage table may also lead to this issue. 

However, being a common technical glitch, you can resolve the Outlook data file cannot be accessed error easily. Technicians of our other Outlook Technical Support Team are also very expert to solve all this problems. So, you can check it. 

Fixing “Outlook Data File Cannot Be Accessed” Error

Discussed below are some of the effective solutions that you can implement manually to fix the Outlook data error effortlessly. So, follow them down the list and find the fix that works best for you. Our Outlook Support Team is always available to help you with their best.

Solution 1: Make a New Outlook Profile 

If your Outlook profile is corrupted, then you might face this error. So, if such is the case, to get rid of this error, you need to create a new Outlook profile. 

Step 1: Locate the Default Outlook Data File 
  1. Navigate to the Control Panel and click on Mail. 
  2. From the “Mail Setup-Outlook,” dialog box select “Show Profiles”. 
  3. After selecting the current Outlook profile, click on Properties. 
  4. Again the ‘Mail Setup-Outlook’ dialog box will show up and from that click on Data Files. 
  5. From the ‘Account Settings’ dialog box click on the “Data Files” tab. 
  6. Now, make sure to note the name and the location of the default Outlook profile. You will find a checkmark on the default profile. 
  7. Finally, close it and then exit. 
Step 2: Create a New Outlook Profile 

You can create a new Outlook profile automatically. You can even create an IMAP or POP3 email account by performing the steps given below. 

Auto-Setup IMAP or POP3 Email Account 
  1. First, make sure to open the Control Panel. 
  2. From the ‘Mail Setup-Outlook’ dialog box, click on “Show Profiles”. 
  3. In the Profile dialog box, enter the name of the new profile and then click on OK. 
  4. After opening the ‘Add New Account’ dialog box enter all your email information and then click on the Next option. 
  5. When you find that the configuration completes successfully, click on Finish. 
Create IMAP or POP3 Email Account Manually 

If you want to manually create the IMAP or the POP3 email account, then follow the steps mentioned below. 

  1. First, open the Control Panel. 
  2. Next, the “Mail Setup -Outlook” dialog box will open and from that click on the “Show Profiles” option. 
  3. After selecting your current Outlook profile, click on Add. 
  4. In the New Profile dialog box, type a name for the new profile and then click on OK. 
  5. From the ‘Add New Account’ dialog box, click on ‘Manually configure server settings’. You can even select ‘Additional Server Types’ and click Next. 
  6. After opening the “Internet Email Settings” dialog box, make sure to enter the details of your account. 
  7. Now, test your account by clicking on “Test Account Settings”. 
  8. Thereafter, you will find that the ‘Open Outlook Data File’ dialog box will open. From there, select the Outlook data file that you located previously. 
  9. Now, click on OK and then Next. 
  10. Next, after clicking the Close option make sure to click on the Finish to create the email account successfully. 
Step 3: Configure the New Outlook Profile as the Default Profile 

In this step, you need to configure the new Outlook profile as a default one and for that perform the following. 

  1. After opening the Control Panel, you will find that a ‘Mail Setup-Outlook’ dialog box will open. 
  2. From that dialog box, click on “Show Profiles” followed by the “Always Use this Profile” option. 
  3. Go to the drop-down menu to click on ‘New Profile’. 
  4. In the end, click on OK to configure the new Outlook profile as a default one. 

Solution 2: If Creating Outlook Profile is not Possible 

Sometimes you might not be able to create a new Outlook profile as some users have multiple accounts in Outlook. If you are one of them, then follow the steps mentioned below to fix this error. 

  1. Go to Outlook and click on File followed by “Account Settings”. 
  2. Again, you need to click on the Account Settings option. 
  3. Click on Change Folder and then make sure to enlarge it. To do so, click on the + sign adjacent to it. 
  4. Now, create a new temporary folder. For that, navigate to the Inbox and click on the New Folder option.
  5. After giving a name to the new folder, click on OK. 
  6. Now, select the folder that you just created and then click on OK. 
  7. You will find that the message delivery location will show the new folder. 
  8. After that, change the temporary folder back to the original location by clicking on “Change Folder” again. 
  9. Head over to the Inbox and click on the OK option. 
  10. Finally, close the Account Settings and click on Send/Receive. 

Solution 3: Disable the Cached Exchange Mode 

It can be possible that sometimes the Cached Exchange Mode interferes with Outlook and that causes this error. To get rid of this issue, make sure to disable the Cached Exchange Mode by performing the following. 

  1. Navigate to Control Panel and click on mail. 
  2. Thereafter, head over to Email Accounts and click on the Email tab. 
  3. After selecting the email account, uncheck the “Use Cached Exchange mode” option. 
  4. Now, click on  Next. 
  5. Finally, click on Finish and then make sure to restart Outlook. 

Solution 4: Check Whether You have the Ownership Over Data File or Not 

Make sure that you have the ownership over the data file. If not, then you might come across this error. Then, you have to gain ownership over the file and for that follow these steps. 

  1. First, right-click on your data file. 
  2. Then, go to the Menu to choose Properties. 
  3. From the Security tab click on the Advanced button. 
  4. Now, make sure to check the owner section. Sometimes, you might find that the owner is set to an unknown user name. Then, click on the Change link. 
  5. Go to ‘Enter the Object Name to Select” and type the user name and then click on “Check Names”. 
  6. To save the changes that you made click on OK. 
  7. Now, you will find that the Owner section is changed completely and then assign Full control to your user account. 
  8. Now, save the changes and for that click on the Apply option followed by OK. 

Solution 5: Repair the Outlook Data Files 

Repairing the Outlook data file can fix this problem. If you use Microsoft Exchange, then you will be able to remove the data files easily. If not, then go through the steps mentioned below. 

  1. Head over to the Outlook Installation Directory to run the scanpst.exe file. 
  2. In the “Enter the Name of the File that you Want to Scan” field, type the name of the .pst file. You can even click on the Browse button in order to locate the file manually. 
  3. Click on the Start button to begin the scanning procedure. 
  4. Sometimes the scan might find issues. Then, click on the Repair button to fix it. 

Solution 6: Run the Test Account Settings 

This solution might sound silly but you can fix this error simply by running the Test Account Settings. This feature helps you to test the settings and if it finds any error, then it repairs all those issues completely. 

Hopefully, following the fixes provided above will help you to fix the Outlook data file cannot be accessed error successfully.