Encountering an error message that says “Outlook data file cannot be accessed” can be quite frustrating, especially when you’re gearing up for a productive day.
To fix the “Outlook data file cannot be accessed” error, try these steps:
- Restart Outlook and your computer.
- Verify file location and permissions:
- Open Outlook > File > Account Settings > Data Files tab.
- Right-click the file > Properties > Security tab > Check Read and Modify permissions.
- Open Outlook in Safe Mode (hold Ctrl while opening) and disable add-ins if accessible.
- Repair the data file using SCANPST.EXE (search and run it).
- Create a new Outlook profile if the issue persists.
In this blog, we’ll break down why you might see this error and equip you with easy-to-follow fixes to get you back to your emails in no time.
We’ll cover simple tricks like restarting Outlook and checking file permissions, all the way to using a built-in repair tool to mend any corrupted data files.
How to fix the “Outlook data file cannot be accessed” ?
Perform the below mention troubleshooting steps to fix Outlook data file cannot be accessed error.
Disable Cached Exchange Mode
Cached Exchange Mode creates an offline copy of your Outlook data, allowing you to work seamlessly even when disconnected from the internet connection.
While enabling Cached Exchange Mode can increase the size of your data files, it also puts them at risk of corruption by repeatedly interfering with the files, which is why proper server setting adjustments, awareness of temporary data files, and understanding of file size limitations and consideration of additional server types are crucial.
It’s important to weigh the benefits and risks before deciding whether to use this feature.”
Follow the below mentioned steps to disable cached exchange mode:
- Firstly open Outlook and go to File tab.
- In the File tab, click on the ‘Account Settings’ button and then select ‘Account Settings’ from the drop-down menu.
- Now Select the Account and click on Change.
Next, uncheck the checkbox as shown in the image below, then click on the ‘Next’ button.
- A message will appear on the screen stating, ‘The operation you selected will not complete until you quit and restart Outlook.’ Click on the ‘OK’ button to proceed.
- In the next windows, click Finish button and restart your Outlook app.
Change the mail delivery location
Verify if the Outlook data file is present in the directory.
The Outlook data file is typically named either ‘Outlook.pst’ or ‘Outlook.ost’.
Search for these files on your PC or laptop and move them to the directory specified for data files in the Outlook app.
Use the following steps to know the directory specified for the Outlook data file:
- Firstly open Outlook and go to the File tab.
- Now, click on the ‘Account Settings’ button and select ‘Account Settings’ from the drop-down menu.
- To view the location of your Outlook data file, go to the ‘Data Files’ section by clicking on the appropriate option. The data file location will be displayed next to the account name or username. You can also click on the ‘Open File Location’ button to open the directory where the data file is stored.
Create a new Outlook profile for new data file
Follow the below mentioned steps to create a new Outlook profile
- If Outlook is open, close it.
- Open Control Panel.
- Click Mail (or Mail and Calendar in Windows 11).
- Click on Show Profile.
- Click Add.
- To create a new profile, enter a name for it in the ‘Profile name’ field.
- Click OK.
- In the Data Files tab, click Add.
- Browse to the location of the new data file.
- Click Open.
- Click OK.
Completing these steps will create a new Outlook profile and associate a new data file with it.
You can then start Outlook and use the current profile to access your email, contacts, and other Outlook data.
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Run Outlook on Outlook Web App (OWA)
Using Outlook in a web browser or through the Outlook Web App (OWA) does not create any data files. If you are experiencing issues with sending emails, try using the Outlook Web App to see if the problem persists.
If you encounter a similar error with your mail items while receiving an email message, you can also try logging in to OWA to access your emails.
Gain ownership of your Outlook data file
Windows machines often encounter problems due to incorrect file permission settings. The Data File Ownership permission may not be set correctly, which can cause an issue with Outlook.
To work around this problem, you can change the ownership permission of the data file back to your user account.
- To find your Outlook default data files, open File Explorer and open the directory. Refer to the first section of this guide for the correct location.
- To view the properties of your Outlook data file, right-click on the file and choose the Properties option from the context menu.
- To access the security settings for your Outlook data file, click the Security tab, and then select Advanced Options.
- To change the owner of your selected file, click the Change button next to the Owner field.
- To change the file owner, click ‘Change’ next to the Owner field. Enter your username, click ‘Check Names’, then ‘OK’ to confirm.
Make sure the Access column displays ‘Full Control’ next to your username. Once you have verified it, click on the ‘OK’ button to confirm the changes
Use Scanost.exe to repair the OST file
Follow the below mentioned steps to use the Repair tool:
- Close Outlook.
- Locate the scanpst.exe file.
- 32-bit Windows: C:\Program Files\Microsoft Office\Office16
- 64-bit Windows: C:\Program Files (x86)\Microsoft Office\Office16
- To launch the Inbox Repair errors tool, double-click on the scanpst.exe file.
- In the Inbox Repair Tool, click Browse and select the corrupt PST file by navigating to the file path of the Outlook Data File (.pst) you want to repair.
- To initiate the scanning process, click on the ‘Start’ button.
- If the scan finds errors, click Repair button to start the process of fixing them.
- When the repair process is complete, click Close.
Here are some additional tips for repairing Outlook using the Repair tool:
- If you are unable to find the scanpst.exe file, you can also find it by typing scanpst.exe in the Windows search bar.
- If you are running a 64-bit version of Windows and need to repair your PST file, you may also need to run scanpst.exe as an administrator. To do this, right-click on the scanpst.exe file and select ‘Run as administrator’.
- If the repair tool is unable to repair your Outlook data file, you can try using a professional tool, third-party tools, and third-party add-ins that support various file formats. There are many different tools available, so you should be able to find one that meets your needs.
Turn Off the compatibility mode in outlook
Follow the steps below to turn off Compatibility Mode in Outlook:
- Locate the Outlook.exe file.
- To access the properties of the Outlook.exe file, right-click on the file and choose the ‘Properties’ option from the context menu.
- Click on the Compatibility tab.
- To disable compatibility mode for the program, uncheck the box next to the option labeled ‘Run this program in compatibility mode for’.
- Click Apply, and then click OK.
Once you complete these steps, Outlook will no longer run in Compatibility Mode.
Remove faulty outlook Add-ins
Follow the steps given below to remove the faulty Outlook add-ins:
- Open Outlook.
- Click on File Tab.
- Click on Options.
- Click on Add-ins.
- To manage COM Add-ins, select it from the ‘Manage’ drop-down list.
- Click on Go.
- In the list of COM add-ins, locate the add-in that you want to remove.
- Select the add-in and click on the Remove button.
- Click OK.
- Completing these steps will remove the faulty Outlook add-in from your computer.
Disable One Drive
Follow the below mentioned steps to disable OneDrive:
Disable OneDrive from the Settings app
- Firstly, open the Settings app.
- Secondly, click on Accounts.
- Thirdly, click on OneDrive.
- Then, under “Personal”, click on the three dots (…) next to your account.
- Next, click on Manage.
- Under “Settings”, uncheck the box next to “Start OneDrive automatically when I sign in to Windows”.
- Finally, click on OK.
Disable OneDrive from the Task Manager
- Firstly, open Task Manager.
- Secondly, go to the Startup tab.
- Thirdly, locate OneDrive in the list of startup programs.
- Finally, right-click on OneDrive and select Disable.
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How to save your Outlook data file from getting corrupted?
There are several workarounds to avoid data file corruption and the data losses it causes.
We recommend to perform below mentioned steps to prevent data file corruption:
Open outlook file in the Outlook app only
You should only open Outlook data files using the Outlook app.. Do not attempt to open the data file using File Explorer or other apps and software that claim to edit or repair .pst and .ost files, unless necessary.
Don’t create copies of the Data file in the same directory
Having multiple copies of the same data file can cause confusion for Outlook, as it may not know which file to edit after each process.
This can result in one or more data files becoming corrupted. We recommend not moving the Outlook data file out of its specified folder, and not moving it back to its original location after some time.
Doing so may interfere with the new data file that Outlook automatically creates.Additionally, we advise against unnecessarily moving the data file.
Don’t rename or change the contents
If you rename the Outlook data file, Outlook will not be able to find and recognize it.
Additionally, manually changing the contents of the data file can result in it not syncing with Outlook, which can eventually lead to corruption.
Protect your Data file with a Password
If you are the only person accessing your computer, it may not be necessary to protect your Outlook data file with a password.
If other users have access to your computer and could potentially make changes to the data file, we recommend protecting it with a password.
Just make sure not to forget the password, as this could result in the Outlook data file becoming inaccessible.
Why do PST data files get corrupted?
Few reasons can cause your ‘pst’ files to repeatedly become corrupted.
The most significant reason of them all is hardware or software failure that is causing unfavorable alterations in the data file.
Why Outlook keeps showing “0x8004010f outlook data file cannot be accessed” error?
The 0x8004010f error generally appears when you check the email progress using the Show Progress option under the Send/Receive tab.
As the name suggests, the error occurs when Outlook is unable to access data files in .ost or .pst formats.
This means that Outlook encountered an error when trying to read or edit the data file, or it was unable to find the file.”
This error is common in Outlook versions 2019, 2016, 2013, 2010, 2007, and older. There can be two reasons for the file’s inaccessibility.
The Outlook data file is corrupted or cannot be read
Hardware or software failure accidentally alters corrupt files, rendering them unable to serve their intended purpose.
Larger files are more prone to corruption than smaller files. Later in this article, we will discuss how to prevent corruption of your Outlook data file.
If you would like to read about it now, you can either scroll down or use the quick links in the table of contents above.
If the required file is altered from the destination folder
The Outlook app searches for ‘.pst’ and ‘.ost’ data files only in their preset locations.
If you have moved the files from their original locations, Outlook will not be able to access them and will report the 0x8994010f error.
Additionally, this error can also occur if you have renamed the data file
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Conclusion
In conclusion, if you’re struggling to access your Outlook data file, don’t worry – there are several solutions available to fix the problem.
This blog post examines common causes of the “Outlook data file cannot be accessed” error message, including incorrect file permissions issues, data file corruption, and compatibility mode settings
We’ve provided step-by-step instructions on how to fix each of these problems, as well as tips on how to prevent them from happening in the future.
By following the troubleshooting steps mentioned in this post, you can resolve error 0x8004010f and regain access to your Outlook data.
Consider the pros and cons of using features like Cached Exchange Mode, and try using Outlook Web App if you face issues.
These tips will help you use Outlook confidently and easily.
Reference:
Frequently Asked Question’s (FAQ’s)
Outlook data file cannot be accessed means that Outlook is unable to either read or edit the data file or locate it.
Presumably, the only way to fix the problem with your mailbox items is to remove the shared mailbox account and re-add it to your Outlook, you can draft your email from the Outlook app and use mobile or web to send the email.
Outlook only searches for the data file in the preset directory. Moving the ‘pst’ data file will make Outlook unable to find it.
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