5 Ways to Fix “Outlook Data File Cannot Be Accessed” Error on Windows

Pankil is a Civil Engineer turned freelance writer. Since his arrival at Guiding Tech in 2021, he delves into the world of how-tos, and troubleshooting guides for Android, iOS, and Windows. Besides his new-found love for mechanical keyboards, he’s a disciplined footfall fan and loves international travel with his wife.

Fix 1: Change the Default Mail Delivery Location

One of the most straightforward ways to fix the “Outlook data file cannot be accessed” error is to configure Microsoft Outlook to save your emails in a different location. So, let’s start with that.

Step 1:Open the Microsoft Outlook app and click theFilemenu in the top-left corner.

Step 2:In theInfotab, click onAccount Settingsand selectAccount Settingsfrom the resulting menu.

Step 3:Switch to theData Filestab and click theAddoption.

Step 4:Select your preferred location and clickOK.

Step 5:Select your newly created data file and clickSet as Default.

Restart the Outlook app, and see if you can send and receive emails as before.

Fix 2: Change Ownership of the Outlook Data File

Microsoft Outlook may fail to open or configure the data file on Windows ifyour user accountlacks the necessary permissions to access the file. To fix this, obtain ownership of the Outlook data file on your PC.

Step 1:Click thesearch iconon the taskbar, typecontrol panelin the box, and pressEnter.

Step 2:Use the drop-down menu in the top right corner to change the view type toLarge icons. Then, click onMail (Microsoft Outlook).

Step 3:Click theData Filesbutton.

Step 4:Select your Outlook data file and click theOpen File Locationoption.

Step 5:In the File Explorer window that opens, right-click on the Outlook data file and selectProperties.

Step 6:Under theSecuritytab, click theAdvancedbutton.

Step 7:Click onChangenext to theOwnerfield.

Step 8:Enter your username in the text field, click theCheck Namesbutton, and clickOK.

Step 9:HitApplyand thenOK.

Fix 3: Run the Inbox Repair Tool

Microsoft Outlook may fail to access the data files because they are damaged. Fortunately, Outlook offers a tool that can automaticallyfix problems with the data files.

Step 1:PressWindows + Eto open File Explorer and navigate to the following folder.

Step 2:Double-click theSCANPST.EXEfile.

Step 3:ClickStartto initiate the scan.

Step 4:If the tool finds any issues, clickRepair.

After completing the above steps, check if the error occurs again.

Fix 4: Create a New Outlook Profile

If this profile has become corrupted, you could encounter the “Outlook data file cannot be accessed” error on your Windows computer. In that case, your best option is to create a new Outlook profile and start over.

Step 1:Click thesearch iconon the taskbar to open the Start menu, typecontrol panelin the search bar, and pressEnter.

Step 2:Click onMail (Microsoft Outlook).

Step 3:Click theShow Profiles button.

Step 4:Click theAddbutton, name your new profile, and hitOK.

Step 5:In the Add Account window, enter your account details and hitNext.

Step 6:Select your new profile using the drop-down menu and hitApply.

Fix 5: Run the Office Repair Tool

Microsoft includes a dedicated tool for fixing issues with all the Office apps, including Outlook. So, if nothing works, run the Office repair tool to fix the error.

Step 1:Press theWindows key + Rto launch the Run command. In the Open field, typeappwiz.cpland pressEnter.

Step 2:In the Programs and Features window, select Microsoft Office Suite or Microsoft 365 and click theChangeoption.

Step 3:SelectOnline Repairand click theRepairbutton to continue.

Wait for the process to complete, then use Outlook again.

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Last updated on 09 April, 2024

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