ERROR: Outlook Data File Cannot Be Accessed!

Sometimes users face an “Outlook Data File Cannot Be Accessed” error. A data file is a storage space where Outlook stores items like email, calendars, messages and tasks. When users try to access any of these files from their computer the error reporting “Outlook data file cannot be accessed” may occur. The above error appears when either of the following happens:

• The outlook profile is corrupted.
• Outlook data folders are moved around drives.

Outlook profile may be corrupted when users try to have unauthorized access or makes any unintended changes to the account. In order to fix that, you need to determine the account settings correctly. When users try to move Outlook files across a drive the format of the file might be different. To fix that it should be converted to the required format. In MS Outlook PST (Personal Storage Table) files is a centralized storage for all components like emails, contacts and others.

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Ways to Fix the  “Outlook Data File Cannot Be Accessed” Error:

The users might be using different versions of Outlook on their computer, based on the versions different ways needs to be followed for fixing the error.

Change Folder Method

• Open Outlook from the Start menu on your computer.
• Select Accounts from the Tools
• Select email option from the accounts tab and select the name of corrupted account.
• Select the Change folder option, it prompts a window asking for new email delivery Location.
• Select New Outlook data file and provide a new Outlook data file name and click ok.
• A new data file name appears, now select change folder from the accounts setting and choose the new data file name and click ok.
• Select send/receive button to ensure that the data files can be accessed after recovery.

Note: The above steps are for Outlook 2010 users so it may vary for another version of MS Outlook.
If the above method does not work then you can try another method which is creating a new Outlook profile.
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Creating New Profile Method:

• Select-control the panel from the start menu.
• Open the Outlook mail setup window and select the option show profiles.
• Select add to create a new profile and click ok.
• Select auto account setup to add the current account to your file.
• Now to add the existing data file to the new account and click on the change account set up a check box and click next.
• Now add accounts window prompts a window showing all the information in that. Choose the existing Outlook data file under deliver new message option and click finish.

For Outlook 2013

You can also resolve this issue in Outlook 2013 by creating a new profile but here it provides you with two ways of creating a new profile

1. Manual setup of account
2. Auto account setup

Steps for Manual Setup

1. Firstly, Open the Control Panel from the start button and click on “Mail Option”
2. Click on the “Show Profiles” under “Mail Setup – Outlook”
3. After that, click “Add” in the “General” tab, and a “New Profile” dialogue box will appear.
4. Provide a new profile name and click “Ok”
5. Select the option to “Manually configure server setting or additional server type” in add new account window.
6. Select the internet email option under “Choose Service”
7. Provide details in the Internet Email Settings section
8. Next, test the account by selecting “Test Account Settings”
9. Choose the existing Outlook Data File and then browse
10. Select the file that was located previously in the “Open Outlook Data File” box
11. Click ok and then Next
12. Click on the close button to close the “Test Account Settings” window and click the Finish button

Once the process finishes, you need to set this new profile as default to send and receive new messages here.

Also Read: How to Convert Outlook to Lotus Notes with Complete Data?

Auto account setup

In this setup, follow the steps 1 to 4 and after that

1. In add new account window, fill in the required details, and move next
2. Once the process finishes successfully, click on the finish button

The major cause of Outlook file cannot be accessed error is corruption of Outlook data file thus creating a new profile become important. However, you can also try to recover or repair the corrupt PST file using some third-party PST repair solution. It will help a lot in fixing such errors.