Do these 3 things before closing this tab:
1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minute“Delete an Outlook data file” can mean two different things:
- Close a data file: removes it from Outlook’s Folder Pane but leaves the file on your computer.
- Delete the physical file: removes the
.pstfile from Windows, along with any data stored only in that file.
Use the first procedure if you only want to remove an archive or secondary mailbox from Outlook. Use the second procedure only after confirming that you no longer need the file or have a reliable backup.
Before deleting an Outlook data file
First identify whether the file is a .pst or an .ost. In classic Outlook, go to File > Account Settings > Account Settings, then open the Data Files tab.
| File type | Common use | Deletion risk |
|---|---|---|
.pst |
Local archive, exported mail, backup, manually added data file, or POP account data | High. It may contain the only copy of messages, contacts, calendars, or tasks. |
.ost |
Local synchronized copy for Microsoft 365, Exchange, IMAP, or Outlook.com | Usually lower for server-synchronized data because Outlook can normally recreate it. |
Do not assume that an archive is disposable. An archive .pst can contain older email, calendar entries, and tasks that are no longer present in the active mailbox.
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How to close a PST in classic Outlook
Closing the file is the safest option when you want it out of Outlook without deleting it from Windows.
- Open classic Outlook.
- In the Folder Pane, find the top-level name of the data file. It may be named Outlook Data File, Archive, or another custom name.
- Right-click the data file name.
- Select Close “Outlook Data File”. The wording changes if the file has a different name.
The file and its contents disappear from the Folder Pane, but the .pst remains on the computer. You can add it again later with File > Open & Export > Open Outlook Data File, if needed.
How to find the physical PST file
Use Outlook’s Data Files list instead of guessing the folder location:
- Select File > Account Settings > Account Settings.
- Open the Data Files tab.
- Select the relevant
.pstentry. - Note the path shown in the list, or select Open File Location if that option is available.
A common location for .pst files created in Outlook 2016 and newer is:
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C:Users<username>DocumentsOutlook FilesHowever, the file may be in OneDrive, a different Documents folder, an external drive, or a custom location. The path shown in Outlook is the one to use.
How to permanently delete a PST file
Deleting the file from Outlook’s Folder Pane is not enough. To remove the physical file:
- Close the
.pstin Outlook using Close “Outlook Data File”. - Exit Outlook completely. Check the Windows taskbar notification area or Task Manager if you suspect Outlook is still running.
- Open File Explorer and go to the file’s recorded location.
- Right-click the corresponding
.pstfile and select Delete. - Empty the Windows Recycle Bin only after checking that you deleted the correct file.
If Windows reports that the file is in use, Outlook may still have it open, or another application may be synchronizing it. Close Outlook and wait for synchronization to finish before trying again. A large .pst stored in OneDrive can produce messages such as “Processing changes” or “A file is in use.”
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Delete a PST in new Outlook for Windows
New Outlook uses a different settings layout. To close a PST there:
- Select Settings.
- Go to Files > Outlook Data Files.
- Find the relevant
.pst. - Select Manage.
- Select Close file.
This closes the file in new Outlook; it does not delete the physical file from Windows. To permanently remove it, close Outlook and delete the .pst from its location in File Explorer.
Microsoft’s current documentation says that opening PST files in new Outlook requires classic Outlook to also be installed. Both Outlook versions must use the same 32-bit or 64-bit architecture, the account must have a Microsoft 365 subscription, and PST files are not supported in the ARM version of new Outlook. New Outlook also cannot be in Safe or Recovery mode when opening a PST.
New Outlook currently supports moving, copying, and deleting messages and folders inside a PST. Microsoft also documents PST export for email, calendar, contacts, and tasks in its latest updates. These features concern the contents of the file, not deletion of the file itself.
Should you delete an OST file?
An .ost is normally a local, synchronized copy of mailbox data. It is commonly used with Microsoft 365, Exchange, IMAP, and Outlook.com accounts. Deleting an Exchange OST does not normally delete the mailbox on the server; Outlook can recreate the local file when the account opens again.
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A PST is different: it may contain local-only data. If you delete a PST used by a POP account or a local archive, Outlook cannot download those local items again from a server.
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Do not confuse data-file deletion with account removal
Removing an email account from classic Outlook is a separate operation:
- Select File > Account Settings > Account Settings.
- On the Email tab, select the account.
- Select Remove and confirm.
This removes the account from classic Outlook and deletes that account’s offline cached content from the computer. It does not deactivate or delete the online email account. If it is the only or last account in the profile, Outlook warns that a new data location must be created before removal.
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An Outlook profile stores account connections and settings. Removing it does not remove associated .pst files from the computer.
To remove a profile in classic Outlook, use Control Panel > Mail > Show Profiles, select the profile, and select Remove. If Outlook will not start, enter this exact command in the Windows search box:
outlook.exe /manageprofilesPress Enter, select Show Profiles, choose the profile, and select Remove. Afterward, locate and delete any unwanted PST files separately in File Explorer.
What to do if the PST is corrupted
If Outlook cannot open the file or its folders, do not immediately delete it if the data matters. Microsoft provides the Inbox Repair Tool, SCANPST.EXE, for PST and OST problems.
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Quick decision guide
| Your goal | Recommended action |
|---|---|
| Hide an archive from Outlook | Close the PST from the Folder Pane or new Outlook’s data-file settings. |
| Free disk space from an unwanted PST | Close it in Outlook, then delete the physical file in File Explorer. |
| Reset a synchronized mailbox cache | Confirm synchronization, close Outlook, and remove the appropriate OST if necessary. |
| Stop using an email account in Outlook | Remove the account from the profile. This does not delete the online mailbox. |
| Remove Outlook settings | Remove the Outlook profile, then delete unwanted PST files separately. |
FAQ
Does closing an Outlook data file delete it?
No. Selecting Close “Outlook Data File” only removes the PST from Outlook’s Folder Pane. The file remains on the computer until you delete it in File Explorer.
Where are Outlook PST files stored?
A common location is C:Users<username>DocumentsOutlook Files, but the actual location can differ. In classic Outlook, check File > Account Settings > Account Settings > Data Files to identify the path.
Will deleting a PST delete my email account?
No. It deletes the local PST and its locally stored contents. It does not delete an online email account. However, a POP account or local archive may contain data that cannot be downloaded again.
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Can I delete an OST file?
An OST is normally a synchronized local copy for Microsoft 365, Exchange, IMAP, or Outlook.com. Outlook can usually recreate an Exchange OST, but confirm that current data has synchronized and close Outlook before removing it.
Why does the PST still appear after I deleted it?
Closing a PST only removes its Outlook entry, while deleting a file in File Explorer removes the disk copy. You may have closed one file but deleted another, or the original may be in OneDrive or a custom folder. Check the path in the Data Files tab.
What happens if I delete an Outlook profile?
The profile’s accounts and settings are removed, but associated PST files remain on the computer. Delete those files separately if they are no longer needed.
Why can’t Windows delete my PST?
Outlook may still be running, or OneDrive may be synchronizing the file. Exit Outlook completely, wait for synchronization to finish, and try again. A file-in-use message commonly indicates that another process still has the file open.
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The Bottom Line
For a reversible cleanup, close the PST in Outlook. For permanent removal, close it first, locate the correct file through the Data Files tab, and delete that file in File Explorer. Treat PST files—especially POP-account and archive files—as potentially containing the only local copy of your data. An Outlook profile or email-account removal is a different task and does not automatically delete every PST on the computer.
Microsoft references: open and close Outlook data files, create and manage PST files, repair PST and OST files, and remove an Outlook profile.
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