Where Is My Outlook Data Stored On My Laptop? | Fast Path Tips

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Outlook data on a laptop lives in local data files: .ost for synced accounts and .pst for local archives, with system-specific default folders.

If you’re hunting for mail, calendar, contacts, and archives on your machine, the answer sits in two file types. Synced accounts (Microsoft 365, Exchange, IMAP, Outlook.com) use an Offline Outlook Data File with the .ost extension. Local archives and POP accounts use a Personal Outlook Data File with the .pst extension. Below is a clear, step-by-step walkthrough to find both on Windows and macOS, check the path inside the app, and handle backups without breaking anything.

What “Data File” Means In Outlook

An Outlook data file is a container for your items—mail, calendar entries, tasks, contacts, and notes. POP accounts save mail in a .pst. Synced accounts keep a cached copy in a .ost. A cache (.ost) can be rebuilt from the server, while a .pst is your only copy unless you exported it from synced mail. Microsoft’s Introduction to Outlook Data Files explains these roles in plain terms.

Find The Folder From Inside Outlook (Windows)

Fastest route:

  1. Open Outlook.
  2. Go to File → Account Settings → Account Settings… → Data Files.
  3. Select your mailbox line, then click Open File Location.

This jumps to the exact folder holding the active .ost or .pst. If you maintain more than one profile, repeat for each line in the list.

Outlook Data Location On Windows And Mac (Clear Paths)

Default paths vary by platform and account type. Use the quick commands below to open folders directly. Replace <username> with your Windows user name where noted.

Windows Default Paths

Offline cache for synced accounts (.ost)

  • %LOCALAPPDATA%\Microsoft\Outlook

Local archive and POP data (.pst)

  • %USERPROFILE%\Documents\Outlook Files (common in recent versions)
  • Legacy setups may place .pst under C:\Users\<username>\AppData\Local\Microsoft\Outlook

Copy-Paste Open Commands (Windows)

explorer %LOCALAPPDATA%\Microsoft\Outlook
explorer "%USERPROFILE%\Documents\Outlook Files"

These two lines open the usual cache folder and the typical archive folder. If you saved a .pst somewhere custom, search This PC for *.pst or *.ost.

macOS Default Paths

Classic Outlook for Mac keeps its profile under a Group Containers path. The profile name can differ, but the backbone is the same:

  • ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/

Older editions used an Office 2011 identity under Documents; newer releases keep everything in the Group Containers branch. See Apple-style paths (tilde = your home folder). Microsoft details the cache model here: Outlook for Mac is a locally cached email client.

Copy-Paste Open Commands (macOS)

# Finder → Go → Go to Folder…  (or press Shift+Command+G), then paste:
~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/

Confirm Which File You’re Using

If your account is Microsoft 365, Exchange, IMAP, or Outlook.com, you’re using a cached .ost. POP and manual archives rely on .pst. Inside Outlook on Windows, the Data Files tab shows the current file and path. On a Mac, you won’t see .ost or .pst in daily use because the app abstracts the profile folder; use the folder path above when you need to examine storage.

Why The Path May Look Different

A few factors influence where files sit:

  • Profile age: Older Windows profiles sometimes used AppData for .pst, newer ones prefer Documents → Outlook Files.
  • OneDrive backup: If Documents is synced, your .pst might live under the OneDrive copy of Documents → Outlook Files.
  • Manual moves: You can place a .pst on another drive. Outlook will write to that location once you attach it.

Safe Handling: What You Can And Can’t Move

.pst files: You may move them to any local drive or external drive, then re-attach inside Outlook. Keep the path stable; if you disconnect that drive, folders go missing in the app until the drive returns.

.ost files: Treat these as disposable cache. Don’t relocate or copy for backup. If needed, close Outlook and delete the .ost; the app will rebuild it on launch after you sign in again. Microsoft’s page on the repair tool also covers when to rebuild or scan: Repair Outlook Data Files.

Open, Attach, Or Close A PST In Windows

  1. Attach: File → Open & Export → Open Outlook Data File, browse to the .pst, and open.
  2. Close: Right-click the top-level name in the folder pane and choose Close “<filename>”.
  3. Move: Close the .pst in Outlook, close Outlook, move the file in File Explorer, then attach it from the new path.

Quick Checks When Storage Bloats

  • Windows cache cleanup: Close Outlook and delete the .ost in %LOCALAPPDATA%\Microsoft\Outlook; the app will rebuild a fresh cache.
  • macOS cache: Clear cache from folder properties inside Outlook for Mac for a large folder; the app resyncs fresh copies.
  • Attachments: Save large attachments to disk and remove them from mail if you’re trimming a .pst archive.

Backups That Actually Help

Windows POP or archive users: Back up the .pst directly. This file is the master copy.

Windows synced accounts: Skip backing up the .ost. Export to a .pst if you want a portable snapshot.

macOS: Time Machine can back up the entire Outlook profile folder. Close Outlook before restoring a profile copy to prevent conflicts.

Handy Search Tricks

  • Windows: open File Explorer and run a This PC search for *.pst or *.ost.
  • macOS: in Finder, press Shift+Command+G and paste the profile path; use Finder search inside that folder.

Default Locations At A Glance

System File Type Default Folder
Windows .ost (synced) %LOCALAPPDATA%\Microsoft\Outlook
Windows .pst (POP & archives) %USERPROFILE%\Documents\Outlook Files
macOS Profile cache ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/

When The Path Won’t Open

If the folder refuses to open, Outlook might still be running in the background. Close the app fully from Task Manager (Windows) or quit it on a Mac, then retry the commands above. If a file is locked or damaged, use the Inbox Repair tool (SCANPST.EXE) on a .pst, or recreate the .ost by removing it and starting Outlook again. The Microsoft article linked above explains both cases and where to find the tool.

Practical Scenarios And Fixes

My Mail Is POP And I Need Space On C:

Move your archive to another drive:

  1. Right-click the archive in Outlook and close it.
  2. Exit Outlook.
  3. Move the .pst to a new drive folder (for example, D:\Mail\Archives\).
  4. Open Outlook → File → Open & Export → Open Outlook Data File → pick the new path.

I Use Microsoft 365 And My Cache Is Huge

Delete the .ost with Outlook closed. On next launch, Outlook re-creates the cache and starts syncing. If the mailbox is truly large, give it time to complete the first pass.

On A Mac, Where Is The Actual Stuff?

The app stores a profile under Group Containers. That folder holds the cache and search index. Use the Go to Folder path above to reach it. Avoid moving the profile to an external drive; macOS and Outlook expect the profile under your home Library branch.

Power User Shortcuts

These snippets open the usual folders without navigating menus.

Windows One-Liners

# Open cached data for synced accounts
explorer %LOCALAPPDATA%\Microsoft\Outlook

# Open the common archive folder
explorer "%USERPROFILE%\Documents\Outlook Files"

# Search current drive for Outlook data
cmd /c dir /s /b "%USERPROFILE%\*.pst" "%USERPROFILE%\AppData\Local\Microsoft\Outlook\*.ost"

macOS Go-To Paths

# Finder → Go → Go to Folder… then paste:
~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/

# Optional: list items in Terminal
ls -la ~/Library/Group\ Containers/UBF8T346G9.Office/Outlook/Outlook\ 15\ Profiles/

Care Tips To Avoid Headaches

  • Close Outlook before copying or moving a .pst: That prevents corruption.
  • Don’t back up .ost: It’s a cache; export a .pst if you need a portable snapshot.
  • Keep archives on fixed storage: Avoid unplugging a drive that holds your live .pst.
  • macOS: Keep the profile under the Group Containers path; relocating the profile breaks the app.

Need A Quick Refresher On File Types?

  • .ost: Local copy of a server mailbox. Delete to rebuild when cache goes stale.
  • .pst: Local store for POP and archives. Move and back it up like any other file.

Wrap-Up: Your Files Are Here

On Windows, check %LOCALAPPDATA%\Microsoft\Outlook for cached mail and %USERPROFILE%\Documents\Outlook Files for POP and archives. On a Mac, open the Group Containers path shown above. Confirm paths inside Outlook’s Data Files tab, keep .pst backups, and let .ost rebuild when needed. If a data file won’t open, the repair article linked earlier shows the right steps.