How to Resolve Unable to Expand the Folders error in Outlook

Outlook uses two types of files to store mailbox data on your local system. One is the OST file(offline storage table) other is the PST file(personal storage table). OST file is used when you configure Outlook to work in offline mode. All offline work is being stored in OST file and gets synchronized with the Exchange Server when Internet connection resumes.

Some times while synchronization you may get the error message:

Unable to expand the folder. The set of folders could not be opened. Errors could have been detected in the file xxxx.ost. Quit all mail-enabled applications, and then use the Inbox Repair Tool.
Getting this error means your there is some issue with your OST file and it could not get properly synchronized with the Exchange Server. The reason behind OST file corruption may be one of the following:

• OST gets infected by a virus.
• Corruption of Exchange Server Database
• Exchange Server crash
• Deletion of mailbox from the Exchange Server

Resolution: As stated in the error message, quit all mail enabled applications that can use OST file.

• Find the OST file : A detailed explanation of where to find Outlook OST file
• Run the Inbox Repair tool (scanpst.exe) to repair the OST file.
• Recover the repaired items.

In some scenarios scanpst.exe does not repair ost fie this is due to the fact that this tool does not work in complex cases of OST file corruption. If this method fails you should try third party ost recovery tool that convert ost to pst file. Such tools are capable of converting ost to pst file even in highest degree of OST file corruption and able to recover all components of .ost file such as emails, attachments, contacts, calendar entries, notes tasks etc. Once you get the converted PST file you can save it to any disk or storage media and can open it directly with Outlook.

How OST to PST conversion tool helps you?

'Cached Exchange Mode' comes into the list of main features of Microsoft Outlook. Through this feature, you can work even in offline mode. A local copy of MS-Exchange mailbox is created that is used in Cached Exchange mode. This local copy of Outlook permits you to work in offline mode. Whole data of Outlook components can't be accessed. Any changes done in the Outlook components get automatically reflected in online mode, once a connection is made with the Exchange Server. But at times, synchronization of OST file with Exchange Server fails. Thus, overall data of OST file becomes unapproachable and you come across a huge data loss situations. In order to overcome such situations, you have an option of a third party OST to PST conversion tools.

Below mentioned are the few cases in which synchronization cannot be carried out or fails. These are as follows:

• Corruption of Exchange database.
• Deletion of mailbox.
• Deletion of mailbox account.
• Corruption of mailbox due to corrupt Exchange Server.
• Updation of user profile on the Exchange Server.
• Corruption of mailbox because of malicious virus.

In this section of article, let us study that why it becomes necessary to convert OST file to a PST file?
As discussed earlier, that due to some reasons, proper synchronization cannot be carried out. Hence, data of Outlook OST file becomes totally unapproachable. In order to gain access of inaccessible data, a need arises to convert OST data to PST file. This conversion can be done effectively with the help of a third party convert ost pst tools.

Several third party tools are available. Each software has some different feature that makes it unique from others. Such tools are readily available on Internet. Just make a simple search. It is a better alternative rather than facing data loss problem. Once a conversion is done, whole data of Outlook OST file, such as contacts, attachments, appointments, journal, tasks, events, and e-mail messages become accessible. For using these tools, you do not need to have sound technical skills.

Stellar Phoenix Mailbox Exchange Desktop is such a self-explanatory tool that successfully converts OST data into PST within a few simple clicks. OST data remains unaffected after the conversion. It performs the advance scan if the normal scan fails to recover OST data. It can be installed on Windows 7, Vista, Server 2003, XP, and 2000. The demo version of the tool is available.

OST to PST Converter tool for unreadable OST file

At times, synchronization of Outlook with Exchange Server cannot be carried out easily and effectively. Different error messages appear in the application event log containing information about the issues. All the data of Outlook OST file becomes no more readable just because of non-synchronization. The problem is really big and there are numerous factors responsible for the same. Whatever may be the reason, in such situation, the primary concern is to recover the OST data. The best and an easy way is to simply convert OST to PST with the help of any third party ost recovery tool.

Imagine a situation, where you face synchronization issues of Outlook and Exchange Server. The Outlook is executing in the cached Exchange mode. You failed to synchronize the OST file with Exchange Server and received the following information in the synchronization log:

“11:45:16 Synchronizer Version 12.0.6300
11:45:16 Synchronizing Mailbox 'USER'
11:45:16 Synchronizing Hierarchy
11:45:16 Synchronizing server changes in folder 'Inbox'
11:45:16 Downloading from server 'EXCHANGESERVER.local'
11:45:16 1 item(s) changed read-state in offline folder
11:45:17 Synchronizing server changes in folder 'Deleted Items'
11:45:17 Downloading from server 'EXCHANGESERVER.local'
11:45:18 Error synchronizing folder
11:45:18 [8004011D-526-80040115-0]
11:45:18 Microsoft Exchange is not available. Either
there are network problems or the Exchange computer is down for maintenance.
11:45:18 Microsoft Exchange Information Store
11:45:18 For more information on this failure, click
the URL below:

11:45:18 http://www.microsoft.com/support/pro...00_us.asp?err=...
11:45:19 Error synchronizing folder
11:45:19 [8004011D-526-80040115-0]
11:45:19 Microsoft Exchange is not available. Either
there are
network problems or the Exchange computer is down for maintenance.
11:45:19 Microsoft Exchange Information Store
11:45:19 For more information on this failure, click
the URL below:
11:45:19 http://www.microsoft.com/support/pro...00_us.asp?err=...
11:45:20 Done
11:45:20 Microsoft Exchange offline address book
11:45:20 Download successful
...”

Cause:
Some of the causes that are responsible for the occurrence of above error message are as follows:

1.       Unavailability of MS-Exchange.
2.       Issues related to network.
3.        Enabled anti-virus software.
4.        Incorrect profile settings.
5.        Corrupt or damaged OST file.

Solution:
To overcome such issues, and to access OST data effectively, you are required to follow the below steps:

•       Be sure about the availability of Microsoft Exchange Server.
•       Resolve all the issues related to network.
•       Do not enable anti-virus software.
•       Correct all the profile settings.

However, if the same problem still persists, then it is better to opt for a third party convert ost to pst tool. Such third party tools easily converts OST data into PST. Execution of these tools do not demand sound technical skills and any normal user can operate the tools just by reading the instructions.

Tips to Solve Error: '.ost is already in use by the maximum number of applications'

An Outlook Offline Folder (.ost file) allows users to access Exchange mailbox data even in offline mode and then synchronize the changes at next secure connection with Microsoft Exchange Server. This efficiency of Outlook is quite useful in scenarios of low or inappropriate connectivity. But similar to other files, an OST file can also get corrupt. Such situations necessitate that you either restore from backup or use a Convert OST tool that retains the capability of converting a corrupt OST to PST file and thus recover ost file.

Following is an instance of such probable events in Microsoft Outlook. Consider a user using Microsoft Outlook 2003. At one point of time, it might come across the below error message:

“The file OST_File_Path\outlook.ost is already in use by the maximum number of applications. Close some of the applications, and then try again.”

Outlook user receives this error repeatedly.

Cause :

The above error is encountered due to following possible reasons:

• As suggested by error message, Outlook OST file is being accessed by different applications.
• You are trying to access a corrupted OST file.

Solution :

Below are the solutions to the above discussed issue:

• If the file is opened by various other proceses, you need to close those programs. Restarting the computer should completely resolve this issue, if this is the only reason.
• Microsoft Outlook installation includes a utility called OST Integrity Tool that can be used to correct corruption problems with OST. To run the tool, follow the below steps:

• Exit Outlook.
• Click Start | Run and type the following path in open box:

drive:\Program Files\Common Files\System\Mapi\LocaleID\scanost.exe

Where, LocaleID is the local identifier of your MS Office installation.

• Click OK and click 'Scan all folders'
• Select 'Repair errors' check box and click 'Begin Scan'

If OST Integrity tool doesn't resolve OST file corruption, you need to use a third party tool that can repair and later Convert OST to PST. The file converted in PST can be directly used within Outlook. A Convert OST tool is easy to use and can run safe scanning procedures to extract data from Outlook offline folders.