As a regular user of Outlook and Microsoft Exchange server, you should be aware that the offline folder files or OST files store the offline content and are different from the personal folder files or PST files. These files store the content of the remote folder on the Exchange server and make it possible for you to continue working with the data even if there is no connection with the server. The PST files on the other hand are simply stored on the local computer and any changes in them are not synchronized back to the folder on the Exchange server. Since the OST files contain very important and at times, confidential information, it is crucial that you understand what are the best ways of working offline with Exchange and how to recover ost data in case of an emergency.
If you choose to work with the Offline Folder files feature enabled, you are just downloading the contents of the folder stored on the server running Exchange, in a local folder. This allows you to work with these contents even if there is no connection to the server. For example, suppose you want to send a message - you would simply compose the message and then place it in the Outbox. You could also move other items. The next time you connect to the server, the messages that have been placed in the Outbox will be sent and other changes reflected in the remote folder through a synchronization process. If any item has been accidentally deleted from the mailbox on the server, you could always recover ost data from the current OST file. Once the contents of the respective folders have been updated, you can disconnect from the server and continue working with the latest contents. You should be careful to note that any item that you delete from the online folder will still be available in the offline folder only till synchronization takes place.
Later versions of Outlook also allow you to work in Cached Exchange Mode. The principle here is essentially the same. You can continue working with an offline folders file or OST file even if there is a connection to the server that is running Microsoft Exchange. The advantage here is that you can continue working with the contents of this folder regardless of whether you are connected, not connected or if the connectivity is lost all of a sudden. You can thus work without fear of any interruptions and more importantly without worrying about any loss of data. When you choose the Cached Exchange Mode, there will be some folders that will automatically be chosen for offline use - you can however also specify other folders that you would like to be included in the automatic synchronization.
If you prefer working with OST files, you should be prepared for the fact the local files could become corrupted or damaged requiring you to recover ost data. A fairly simple and hassle-free way of doing this is by using tools such as Advanced Exchange Recovery from DataNumen that have a very user-friendly interface but powerful recovery features.
If you choose to work with the Offline Folder files feature enabled, you are just downloading the contents of the folder stored on the server running Exchange, in a local folder. This allows you to work with these contents even if there is no connection to the server. For example, suppose you want to send a message - you would simply compose the message and then place it in the Outbox. You could also move other items. The next time you connect to the server, the messages that have been placed in the Outbox will be sent and other changes reflected in the remote folder through a synchronization process. If any item has been accidentally deleted from the mailbox on the server, you could always recover ost data from the current OST file. Once the contents of the respective folders have been updated, you can disconnect from the server and continue working with the latest contents. You should be careful to note that any item that you delete from the online folder will still be available in the offline folder only till synchronization takes place.
Later versions of Outlook also allow you to work in Cached Exchange Mode. The principle here is essentially the same. You can continue working with an offline folders file or OST file even if there is a connection to the server that is running Microsoft Exchange. The advantage here is that you can continue working with the contents of this folder regardless of whether you are connected, not connected or if the connectivity is lost all of a sudden. You can thus work without fear of any interruptions and more importantly without worrying about any loss of data. When you choose the Cached Exchange Mode, there will be some folders that will automatically be chosen for offline use - you can however also specify other folders that you would like to be included in the automatic synchronization.
If you prefer working with OST files, you should be prepared for the fact the local files could become corrupted or damaged requiring you to recover ost data. A fairly simple and hassle-free way of doing this is by using tools such as Advanced Exchange Recovery from DataNumen that have a very user-friendly interface but powerful recovery features.