How to fix the error ‘Outlook cannot open the file because it is not associated with the default identity’

Microsoft Outlook is a very popular E-mail client and is avidly used by professionals as well as non-professionals. Though being a software from Microsoft, Outlook for Mac is very popular among Macintosh users as well. But sometimes there are cases in which due to certain reasons, Outlook shows the error ‘Outlook cannot open the file because it is not associated with the default identity’.  In this article we are going to learn about the reasons behind such kind of error messages and answer the question:
How to fix the error ‘ Outlook cannot open the file because it is not associated with the default identity’?

 

Outlook cannot open the file because it is not associated with the default identity

Outlook cannot open the file
The error message ‘Outlook cannot open the file because it is not associated with the default identity’ show up in Outlook for Mac when Spotlight search returns a result from Mac Outlook identity that is not the default identity. There are various ways of fixing this issue, but there are two most commonly used techniques which are preferred the most.

Deleting other Outlook Identities or Profiles,

And excluding other Outlook Identities from Spotlight searches.

Now that we have the basic idea of the reason behind this error and the methods to fix the error, let’s discuss the reason in depth and understand the procedure for fixing the error in a step-by-step manner.

Reason behind the error ‘Outlook cannot open the file because it is not associated with the default identity’

Sometimes when you  try to open an email message from the Spotlight search results, you might receive an error message :

In case of:

Outlook for Mac 2016, 2011
Outlook cannot open the file because it is not associated with the default profile & identity.

This error message shows up when the Spotlight search returns a rest from an Outlook Profile or Outlook Identity which is not Default.
This generally happens when an Outlook Profile or Identity is rebuilt or a new Outlook Profile or Identity is created, or when after troubleshooting an earlier Outlook problem a new Outlook Profile or Identity is created.

How to fix the error ‘Outlook cannot open the file because it is not associated with the default identity’

This problem can be fixed by using any of the two (generally preferred) methods as described below:

Method 1: Deleting other Outlook Identities or Profiles,

Deleting other Outlook Profile or Identities also deletes the email messages and data related to that Profile or Identity and hence stops these results from interfering with Spotlight search.
Though it is a very simple technique, you must ensure that your current identity is up-to-date and you won’t need any data associated with that Profile or Identity.

Outlook, Mac, Outlook for Mac, 2011. 2016

Follow the procedure mentioned below on how to delete other outlook Identities or Profiles:

Outlook 2016 for Mac:

  1. Quit Outlook 2016 for Mac.
  2. Click GoApplications.
  3. Right-Click Microsoft Outlook, and select Show Package Contents.
  4. Expand ContentsSharedSupport, and open Outlook Profile Manager.NOTE You can create an alias for the Outlook Profile Manager, and move it to your desktop or another convenient location if you prefer.
    Press and hold the Option key while you click the Outlook icon.
  5. Select the profile that you want to delete, and then click the minus sign (–) at the bottom of the window.

The outlook for Mac 2011:

  1. Quit Outlook for Mac 2011.
  2. Press and hold the Option key while you click the Outlook icon to start the Microsoft Database Utility.
  3. Select the identity that you want to delete, and then click the minus sign (–) at the bottom of the window.

Method 2: Excluding Other Outlook Identities from Spotlight Searches

This method is useful when you don’t want to delete any Outlook Profile or Identity associated. This method allows all the email messages and data from other Profiles and Identities to be excluded from the Spotlight search, hence the error message never shows up.

Outlook, Mac, Outlook for Mac, 2011. 2016

Follow the procedure mentioned below on how to exclude other Outlook Identities from Spotlight searches:

  1. On the Apple menu, select System Preferences.
  2. Click Spotlight.
  3. Select Privacy.
  4. Click the plus sign (+) at the bottom of the window.
  5. Locate one of the following directories, depending on your version of Outlook for Mac:
    Outlook for Mac 2016:/Users/<Username>/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/<profile name>Outlook for Mac 2011:
    /Users/<username>/Documents/Microsoft User Data/Office 2011 Identities/<Identity Name>
  6. Select the identity or profile folder that you want to exclude from Spotlight indexing, and then click Choose.
    Note: After selecting an identity or profile, it will be displayed in the Privacy section. Directories that are listed in this section are no longer indexed by Spotlight.
  7. Repeat steps 4–6 for any additional profiles or identities that you want to exclude.

Conclusion:

As discussed in the article the error ‘Microsoft Outlook cannot open the file because it is not associated with the default identity’ shows up when the Spotlight search doesn’t return a result which is not available in the default identity folder. Deleting or Excluding other Profiles or Identities solves this issue, but the user must ensure that the data to be deleted is not needed, else the user should create a back-up of the necessary data. Otherwise, the user may also opt for the second method of fixing the error by excluding the Profile or Identity.

How to convert OLM files to PST format?

One of the most common issues that a Outlook for Mac users face upon shifting to a Windows PC is to convert OLM files to PST format in order to migrate Outlook data from Mac to the Windows PC.  Outlook for Mac uses OLM file format to store data as opposed to PST file format which used in MS Outlook on a Windows computer. As OLM file format is different than PST file format, MS Outlook used in windows won’t be able to read it, hence the need for conversion of OLM file into PST file.

In this article we are going to learn How to convert OLM files to PST format in two different ways.

 

Ways to convert OLM files to PST format:

There are various ways of converting an OLM file into a PST file. But here we are going to learn two of the most commonly used methods to convert an OLM file into a PST file.

Method 1: Manual Conversion

Manual conversion is a bit tricky and should not be used until and unless the you  completely understand the procedure. As this procedure if done improperly, might even corrupt your OLM file.

This procedure can be done in following steps:

  • Setting up an IMAP account mail,
  • Set up Outlook for Mac with your IMAP mail account and
  • Transferring your emails from your Outlook mail account to IMAP mail account.
  • Synchronize the IMAP account with Windows MS Outlook and copy the emails.

Setting up an IMAP account

To set up an IMAP Gmail account, follow the procedure:

  1. Create a new Gmail account.
  2. Go to the Settings, i.e. click on the “Gears” icon and select “Settings”.
  3. Click on Forwarding and POP/IMAP.
  4. Enable IMAP Access.
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  5. Google may block by default third-party mail clients like e.g. Outlook. To Enable Third-Party Mail Clients, you may enable “Less secure apps” (third-party mail clients) from
    My Account Sign-in & security Connected apps & sites “Allow less secure apps.
  6. Enter the following information in the IMAP account settings of your mail client:
  • Server: gmail.com
  • Encryption/Authentication: SSL
  • Port: 993
  • Username: Your Gmail email address
  • Password: Your account password
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Set up Outlook for Mac with your IMAP mail account

Follow the procedure mentioned below to Set up Outlook for Mac with your IMAP mail account you created.

  1. Open Outlook for Mac.
  2. If this is the first account you’re adding, follow the prompts. Otherwise, go to step 3.
  3. Select ToolsAccounts.
  4. Click the plus (+) sign > New Account.
  5. Enter the email address of the account.
  6. Follow the prompts to complete the account setup.
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Transferring your emails from your Outlook mail account to IMAP mail account.

Now that you have set up you Outlook for Mac with the IMAP account, you now need to transfer your mails from your Outlook account to the IMAP account. Follow the steps mentioned below for the same:

  1. Open Outlook for Mac.
  2. Right-click any mailbox item that you want to move. Click Move > Copy to Folder.
  3. Now type the name of your IMAP folder and click Copy.
  4. After copying the selected mailbox data to IMAP mailbox, you need to click Send/Receive button to update your Outlook for Mac IMAP folder.
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Synchronize the IMAP account with Windows MS Outlook and copy the emails.

The final step of the procedure is to synchronize your Outlook client on Windows PC with the same IMAP account you created in Gmail.

  1. Set up the same Gmail IMAP account you created on you Windows Outlook client.
  2. Move the emails from the IMAP account to your Windows Outlook Inbox Folder by dragging and dropping.

 

Method 2: Using a file conversion tool.

Since the procedure of converting your OLM files into PST file by manual procedure is so complicated, and requires sound technical knowledge, Professionals recommend using such conversion tools to convert OLM files into PST files. One of such tools is OLM to PST Converter by Sysinfotools.

Follow to mentioned steps to convert your OLM files into PST files:

  1. Download SysInfotools OLM to PST Converter and launch SysInfotools OLM to PST Converter on your system. Click on Open.
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  2. Now click on Browsebutton to select an OLM file from your system directory and select the OLM file and click on Open button, the selected OLM file will be shown.
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  3. Click on OK to start the scanning process. Once the scanning process is completed, click on OK.
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  4. Expand the file items one by one. Double-click any email to see its preview in the preview pane.
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  5. Now select all the folders on the left hand side pane which you want to convert and save into a new file. Click on Save
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  6. Click on Browse button and select any location to save the data of an OLM file into a new file, select the file format in which you want to save the recovered data (PST in this case) and select other saving options. Click on OK to start the saving process.
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  7. Software starts saving of data into the selected file format at specified location. It will take hardly a few seconds to be completed. Once the saving process is completed, click on OK.
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Conclusion

Using Sysinfotools OLM to PST converter allows us to convert OLM file into various file formats like PST, EML, MBOX and MSG easily. It allows you to save data within a selective range and also helps Recover corrupt OLM files as well.

Reference: https://www.sysinfotools.com/recovery/olm-to-pst-converter.php

How to Convert OST to PST Manually.

Are you hunting for some easy or free way to convert your Outlook Offline OST files to PST?  If yes, then be happy. Here you will get the best solution to import offline OST to PST files.

Convert OST to PST

In this article, I have explained two methods to export OST files to PST.
First one is the manual procedure to convert OST files to PST manually and the second one is third party OST to PST Converter. 
If you are the Outlook users you might have encountered the situation when you need to migrate Outlook OST files to PST.
With the existence of Digital Era, e-mail has become the most vital mode of communication from the beginning itself. Over the past 42 years, email has evolved into one of the most cost-effective and comprehensive modes of communication. Increasing business and entrepreneurship required better and full-featured professional email clients.In order to fulfill the different requirements of the different customer, various email clients became available within a short period of time.
Any messaging client-server system with excellent and powerful functions of storing personal information is preferred by organizations. Likewise, MS Outlook is one of the popular email client frequently used in companies and organizations. So need of OST to PST conversion tool is very obvious.

MS OUTLOOK

Microsoft Outlook is part of the Microsoft Office suite mainly used to access Microsoft Exchange Server email. It allows you to send, receive and store emails, Not only does Microsoft Outlook provide access to Exchange Server email, but it also includes contact, calendar, journal, task manager and web browsing. Through Microsoft Outlook you can integrate Outlook with Microsoft’s SharePoint platform to share project notes, documents, send reminders, collaborate with colleagues and much more.
Microsoft Outlook can be used on a single system, or it can be used on an exchange server so that several users can access all of its features at once. Outlook is known for having a user-friendly interface that makes it easy to learn and work on it.

Data files of MS Outlook such as email messages, notes, tasks, calendar, journals and other items are saved on the mail server and in your system both. All the Outlook items that are stored in System is kept in Outlook Data File.
There are two ways to work on MS Outlook as per user’s needs and
Microsoft Outlook as a Standalone application
• Microsoft Outlook with Exchange Server environment

Stand Alone Application: An e-mail account is required to set-up MS Outlook, as it acts as the provider for webmail. Thus, the account configured with MS Outlook becomes the default account. More than one account can be configured one as a primary account and others secondary.
MS Outlook with Exchange Server: Connecting your Outlook to an Exchange Server allow you to continue your work even when you are not connected to any server. Thus, you are able to access your messages, contacts, calendars etc., and make changes to it, which will be updated automatically once you regain your connection with the server.

OST ( Offline Storage tables)

OST File is an offline folder build by Microsoft Outlook and Microsoft Exchange to hold your offline copies of whatever file exists in exchange server. This allows you to work offline or use Cached Exchange Mode when a there is no connection to Exchange computer. OST files make it possible to extract the desired folder from a server location and allow you to work with that file contents even when you are not connected to the network (offline).When you get connected, then all the folders get synchronize itself with exchange server. This process is known as synchronizing folders.

 PST ( Personal storage tables)


It is also known as folders or personal files. It is neither created by Outlook nor the Exchange server. Instead, you can create it to save all your emails, journals, tasks, contacts, calendar entries etc. These PST files can be saved anywhere in your system. It can also be used for archiving file items from any email client.
POP3, IMAP, and HTTP accounts use PST file format.
Sometimes there is a need to migrate your OST file into PST file format. There can be many reasons for converting your OST file to PST format. In the case of your Exchange Server downtime, there is an accidental user account deletion, the server crashes and all your data gets corrupted and inaccessible, So converting OST file to PST format performs recovery of email messages, notes, journals, contacts and tasks which are saved in highly corrupted OST file.

MANUAL METHODS TO CONVERT OST FILE TO PST FILE

 ARCHIVING FILES
You can use Archive feature to move or copy data to a PST file – this method works well when you have to move almost everything in your mailbox.
If you want to convert OST to PST format, you can use this feature to have all the mailbox data of an OST file into a PST file. This feature helps you move or copy almost each and every mailbox Note – you cannot archive Contacts.
To convert contacts from OST files To PST Converter, follow the steps given below:

Step 1: Open Microsoft Outlook.

ost to pst converter
Now open your exchange OST file which you want to move to new PST file.
Step 2: Click File tab > Info.

Select the Option Cleanup Tools
Step 3: Now Click Archive

Step 4: The Archive dialog box will appear there.

Normally, “Archive this folder and all subfolders” box is checked by default. If it is not, then do check it.

Now select the folder from the list of OST files which you want to move. For example Inbox.

Step 5: Now, you can see an option Archive items older than there.

Then, Select a date from the calendar.
Step 6: Now click Browse to define a location to save new PST file.

Also, give a new name to this new PST file. Click OK.
Step 7: In the edit box, you can see new PST file along with its location.

Click OK to start the actual process.
It’ll take a couple of minutes to complete the process successfully. As a result, the new PST file contains the mailbox folder archived from OST file.
EXPORT OST DATA INTO PST FILE

“Import and Export” is Outlook’s inbuilt feature used for converting mailbox data from one client to another. By the help of this smart feature, you can swiftly convert Exchange Server’s OST file to PST. Moreover, It also allows conversion of OST to CSV and Excel format.

 MOVE FILE ITEMS TO A NEW PST
Through this method, you can create a new PST file and drag the folders you want to move to the PST.
Dragging default folders such as Inbox, Contacts, and calendar, is not possible. A message will be displayed that you can’t move default folders.

FORWARD BY EMAIL
If you don’t have too many files for converting, then you can email them to your personal email address. Just select the items, then right click and choose Forward. If you have many OST files, you could drag the files to a new folder in My Documents, then just zip the folder and email that zip file.

Though manually converting OST to PST file are easy but not very effective as the sometimes file gets corrupted during the conversion process.
You can also try a third party tool to recover and convert your OST files. OST to PST Converter software is a very high-end tool that flawlessly works on your Exchange OST files and repairs it. By using this utility. You can also easily convert your OST file to many other formats such as PST, MBOX, DBX, MSG, EML, and Archive.