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RyanH_at_Balco's avatar
RyanH_at_Balco
Copper Contributor
Jul 19, 2023

PST files in use and cannot be accessed

Situation:

  • Outlook and main pst file reside on local machine.
  • Secondary pst files are used for storing project specific data; these secondary pst files reside on off-site server, accessed via network.
  • Randomly, secondary pst files will be unavailable; user is not notified about unavailable pst file until attempting to save message to folder within pst file. Specific error message is along the lines of "xxxxxxx.pst is in use and cannot be accessed".
  • If user closes pst file (still visible in folder list in Outlook) they can eventually reopen pst and it works as expected. The period of time required for the secondary pst to become usable is indeterminant. Actions taken to resolve issue may involve restarting Outlook or even rebooting computer (depending on user and level of patience with situation).

 

Actions taken with no change to situation:

  • Repairing secondary PST files vis scanpst.exe
  • Compacting secondary PST files via Data Files Properties dialog boxes in Outlook

 

Additional information:

  • Secondary PST files range in size from 500MB to 6.5GB
  • Users have all security privileges (minus Full control, no special permissions defined) on PST files and network folders in which they reside
  • Time during the day at which error can occur is variable: sometimes it occurs when Outlook is first opened and the first attempt to move a message to a secondary PST file results in the error; other times, Outlook has been in use for hours and an attempt to move a message to a secondary PST file (which had just been available moments before) results in error
  • Momentary drops in network connection or flickers of power (not strong enough to cause PC crash) do not seem to be the impetus of the problem

 

Any thoughts or suggestions would be appreciated.

 

1 Reply

  • NikolinoDE's avatar
    NikolinoDE
    Gold Contributor
    Jul 23, 2023

    RyanH_at_Balco 

    The issue you are experiencing with PST files becoming unavailable and showing the error message "xxxxxxx.pst is in use and cannot be accessed" can have various causes. Below are some common reasons and possible solutions to resolve the problem:

    1. Network Connectivity: The intermittent unavailability of secondary PST files might be due to network connectivity issues. Even momentary drops in network connections can lead to PST files being temporarily inaccessible. Ensure that the network connections between the local machine and the off-site server are stable and reliable. If possible, consider moving the secondary PST files to a more locally accessible location to minimize network-related problems.
    2. Antivirus or Backup Software: Some antivirus or backup software might lock PST files while scanning or backing up, causing them to become temporarily inaccessible. Check if any such software is running on the local machine or the off-site server and adjust their settings to exclude scanning or locking PST files.
    3. Large PST File Size: PST files can become slow and prone to errors when they grow too large. A 6.5GB PST file might be approaching the size limit that older versions of Outlook (pre-Outlook 2013) can handle. Consider reducing the size of the PST files by archiving or splitting them into smaller files.
    4. Outlook Add-ins: Add-ins installed in Outlook can sometimes interfere with PST file access. Try disabling any third-party add-ins temporarily to see if the issue persists.
    5. Outlook Profile Corruption: Occasionally, Outlook profiles can become corrupted, leading to issues with PST file access. You could try creating a new Outlook profile and adding the PST files to the new profile to see if that resolves the problem.
    6. Outlook Version Compatibility: Ensure that both the version of Outlook on the local machine and the version on the off-site server are compatible and up to date. Using different versions of Outlook might lead to compatibility issues with PST files.
    7. PST File Integrity: If PST files are regularly accessed over the network, there is a possibility of data corruption. Run the "scanpst.exe" tool on the secondary PST files regularly to check for and repair any file corruption.
    8. Disk or File System Issues: The off-site server's disk or file system might have issues that intermittently prevent access to PST files. Check the server's disk for errors and ensure that the file system is healthy.
    9. Remote Desktop or Virtual Environments: If the user is accessing Outlook through a remote desktop or virtual environment, the setup and configuration of the virtual environment might be affecting PST file access.
    10. Permission Settings: Double-check the permission settings on the network folders where the secondary PST files reside to ensure that users have proper read/write access.

    Since the issue seems to be intermittent and can be influenced by various factors, it may require some trial and error to determine the exact cause. You could consider monitoring the system closely and logging any events or errors that occur during the times when the PST files become unavailable to help identify patterns.

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