Know How to Protect Outlook Data File from Unauthorized Access
With the up-grading IT technology, it becomes quite difficult to protect crucial data from loss, corruption or being stolen. In fact, the same thing holds true for Outlook data files. Fortunately, Microsoft Outlook comes with several native functions to prevent data. The actual operations are dependent on what kind of email address you are using. In the later part of this blog, we will discuss a complete method to Protect Outlook Data File from unauthorized access in a reliable and efficient way.
How You Can Protect Outlook Data File (.ost & .pst)
Go through the following ways by which users can keep Outlook data secure. Let us have a look:
Protect Outlook PST Files
If users are using the Internet email account, most of the Outlook data will be stored in the PST file format. In other words, to Protect Outlook Data File is equal to protect a PST file. Without any doubt, the most difficult method is the new built-in feature, i.e., password. Now, you have to follow below steps to set a particular password for all the PST files.
- Firstly, you have to launch Outlook and click on “File” menu
- Then, select “Account Settings” pop-up menu under the Info tab
- Choose “Account Settings” and move to “Data File” tab
- Next, double click on PST files that you want to protect
- Under the “Outlook Data File” dialog box, click on “Change Password” button
- In the next step, users can enter a “New password” to Protect Outlook Data File
- In the “Verify Password” field, re-enter that new password verify it. Press OK button
Protect Outlook OST Mailbox
If users are using the Exchange account, their data will be stored in OST files. But not similar to the PST file, Outlook does not support to set a password for the OST file. So, users can opt for some other approaches. Follow two steps to protect the complete Exchange mailbox:
Step 1: Disable Cached Exchange Mode
- At first, navigate to “File” menu and hit on “Account Settings”
- From the drop-down list, choose the “Account Settings” option
- In the new “Account Settings” box, double-click on Exchange account under the “Email” tab
- After that, a new dialog box of “Change Account” will appear on the screen. Users can find and disable this “Use Cached Exchange Mode” checkbox
- Now, click on “Next” button. Users will receive a new message alert pop up on Outlook and then, click “OK” button
- Finally, you have to follow the alert to restart MS Outlook. Now, turn off the cached Exchange mode
Step 2: Uncheck “Always Prompt for Logon Credentials”
- Under “Account Settings” dialog box, go to “Data File” tab
- Now, double-click on Outlook OST file
- Then, a new dialog box comes up “Microsoft Exchange”, and move to “Security” tab
- Users can enable the checkbox in front of this option “Always prompt for logon credentials” to Protect Outlook Data File
- In the last step, click “OK” button to activate the modifications
As everyone knows, data privacy has become a major concern in today’s world. Besides this, in the above write-up, we have discussed a manual procedure that will help to Protect Outlook Data File from unauthorized access (PST & OST) in an absolute way.