(Solved) Error: Cannot Open Particular Outlook Items When Offline

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  • Published on April 5th, 2019

  • Updated on September 15, 2021

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In the era of digitalization, there are multiple users out there who use Outlook for the communication purpose. It saves all the data and mail items in the form of OST and PST files. Whenever we configure MS Outlook with Exchange Server, an OST file is created on the client side machine as a replica of Exchange server’s mailbox. Due to some reasons and causes, this replicated data file goes inaccessible which creates an error message “Cannot open particular Outlook items when offline”.

In this handout, I’ll deliver the issue, its reasons and how can we fix it using some simple hacks and DIYs.

So, without wasting time, let’s get started.

What This Problem Actually Means?

Outlook is known for its offline data availability.

Which means, that you can access all your mail items and can change them even if you are offline.

It uses the OST data file which gets updated each time you get online. Due to corruption and other reasons, the OST file becomes inaccessible and Outlook shows that a particular file can’t be accessed. It restricts your access to the offline mailbox items, which becomes a frustrating and inconvenient situation for users like us.

Why This Blunder Takes Place?

OST file corruption is the core reason behind the issue.

It generates the error message “cannot open particular Outlook items when Offline”. There are multiple reasons behind this corruption and inaccessibility of offline data file.

  • Abnormal Outlook termination.
  • Improper handling of MS Outlook.
  • File system corruption.
  • Damage to the offline folder.
  • Malware and Intrusion attack.
  • Power failure.
  • Network connection issues.

Even if a single reason from the above-mentioned causes takes place it becomes a win-win situation for the error to take place. You Can Transfer Email Contacts from Outlook to Windows Live Mail if you want to move onto other clients.

To resolve this issue all you need to do is, dig to the root cause for the problem and work on it.

Best Way To Resolve This Offline OST File Error

Whatsoever be the reason behind this inconvenient problem, we can use some effective and reliable methods to solve this blunder.

  • Recreate The OST From Exchange Server

You can check for the corruption in the offline data file using the Microsoft utility scanOST.exe tool, which is an integrity checker tool. But the problem is it got discontinued in the MS Outlook 2010 and later version.

In the later versions and 2010, you should delete the OST file if it’s corrupt.

However, you can re-download from the Exchange server and if the offline file has some data which is not available to the online file, you can export data to PST data file on Exchange server and then delete the OST file.

To import data from PST file to the new OST file, you can follow the below steps:

  1. Go to File Menu and click on the Open & Export.
  2. Now click on the Import/Export and select Import from another program or file. Click on the Next button.
  3. From the list select Outlook Data File and click on the Next button.
  4. Click on the Browse button and navigate to the file.
  5. Click on the radio button saying Do not import duplicates and click on the Next button.
  6. Select the folder, where you want to import the under Select the destination folder and hit Next.
  7. Click on the Finish button and Exit.
  • Use ScanOST.exe Integrity Tool

As I have mentioned earlier that you can use this tool only if you are using MS Outlook 2007 and its previous versions. It basically, helps you to check for the corruption and let you fix those issues.

Follow the below steps to run scanOST.exe Integrity Tool:

  1. Close the Outlook application and other programs that are accessing it.
  2. Locate the OST file to be repaired.
  3. Right-click on scanOST.exe and select Run as administrator.
  4. Now, Choose the profile which contains the target OST file.
  5. The tool will prompt a message to either work offline or connect. Click on the Connect.
  6. Next, choose the appropriate option as per your preferences. If you want to repair the file, click on Repair Error checkbox.
  7. Now, click on the Begin Scan.

The problem with the integrity tool is that it can only handle a minimal level of corruption and there is also a threat of data loss, so keep a backup of your data first before using this tool.

  • Repairing Your Offline Exchange OST Files

There are a lot of problems associated with the above methods. One of the major problems is data risk.

So it’s a wise choice to go for a professional solution instead of doing it on your own.

One professional solution which can easily repair and recover all your data from corrupt OST files without any data loss and modification is Cigati OST File Recovery Tool.

The software basically helps you in repairing any corruption errors and finally helps you to recover the data as well without any data alteration.

However, keep in mind that it is a Windows designed tool and works only on Windows operating systems.

You can even download the free version of the software from clicking on the below link:

Final Words

There could be multiple reasons responsible for OST file corruption and it could lead you to the mention error message Cannot open particular Outlook OST items when offline.

As said, there are multiple methods with which you can repair your files and get back your data. So, it is totally upon you to decide which one to go for.
Note: Always keep a backup of your data before going for any kind of recovery.

I hope it will help you out.

Thanks for the reading.

About The Author:

Rohit Singh is an Email Backup, Recovery & Migration Consultant and is associated with Software Company from the last 3 years. He writes technical updates and their features related to MS Outlook, Exchange Server, Office 365, and many other Email Clients & Servers.

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