how do I reconnect to my Outlook file on my PC?

Bill Aldrich 20 Reputation points
2026-08-20T15:55:13.4633333+00:00

After trying to solve a problem where Outlook did not download all my Gmail (I think I tried all of the suggestions) I gambled and moved the Outlook file to another location. I assumed a "new" file would refresh the synchronization differently, since my attempts under the suggestions to change the app passwords and profile did not seem to work.

Now, I believe I have correctly linked the file names as I see them in the Outlook Mail tab in Control Panel and in the files as they are in Outlook itself. I now get the "outlook data file cannot be accessed".

How do I fix this issue?

Outlook | Windows | Classic Outlook for Windows | For home
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  1. Victor1-V 12,350 Reputation points Microsoft External Staff Moderator
    2026-08-21T10:51:16.8933333+00:00

    Hi Bill Aldrich,

    I understand that Outlook stopped accessing the data file after the file was moved while you were troubleshooting Gmail synchronization.

    Please note that this is a user-to-user forum, so contributors cannot access your Outlook profile or files directly.

    The Q&A Assist answer contains some relevant checks. Have you had a chance to try any of them, and what happened? However, the Cached Exchange Mode and Exchange .ost instructions do not apply to a Gmail IMAP account.

    I would like to add two important checks before you make further changes:

    1. In classic Outlook, open File > Account Settings > Account Settings. On the Email tab, please confirm whether the Gmail account’s Type is IMAP or POP. Also check the Data Files tab and confirm whether the moved file ends in .pst or .ost.
    2. Make a separate backup copy of the moved file, especially if it may contain folders or messages stored only on the PC.

    If the account is listed as IMAP, the documented correction for this message is to remove the Gmail account from the Outlook profile and add it again, allowing Outlook to establish a new data-file connection and download the server-stored messages again. Do not delete the backed-up file. Fix Outlook error: Outlook data file cannot be accessed | Microsoft Support

    Please reply with the account type, file extension, and the result of any Q&A Assist steps you already tried so the next step can be narrowed down safely. 

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.    

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  2. AI answer

    2026-08-20T15:55:35.8733333+00:00

    If the Outlook data file was moved, the quickest fix is to disconnect the broken file reference and then reconnect it correctly. Since ScanPST and profile changes were already tried, focus on the file link and profile itself.

    1. In Outlook, go to File > Account Settings > Account Settings > Data Files.
    2. Select the data file that is showing the error and remove or disconnect it.
    3. Restart Outlook and confirm whether the startup error is gone.
    4. Go back to File > Account Settings > Account Settings > Data Files and add/open the correct data file again.

    If the problem continues, repair the Outlook profile:

    1. In Outlook, choose File.
    2. Choose Account Settings > Account Settings.
    3. On the Email tab, choose the account, then choose Repair.
    4. Complete the wizard and restart Outlook.

    Important limitation: the Repair option is not available in Outlook 2016 when connected to an Exchange account.

    If the profile is still damaged, create a new Outlook profile:

    1. Close Outlook.
    2. Open Control Panel > Mail.
    3. Select Show Profiles > Add.
    4. Enter a new profile name and configure the email account.
    5. In Mail, choose either Prompt for a profile to be used or Always use this profile, then select the new profile.
    6. Start Outlook with the new profile.

    If the moved file is a .pst file, verify that Outlook can access it:

    • Right-click the .pst file in File Explorer and choose Properties.
    • If Read-only is selected, clear it.
    • If permissions were changed, open Properties > Security > Edit, select the Windows account, and grant Full control.
    • Restart Outlook.

    If the file is an .ost file, it should not be manually moved for recovery. Re-create it instead:

    1. Exit Outlook.
    2. Open Control Panel > Mail.
    3. On the E-mail tab, select the account and choose Change.
    4. Clear Use Cached Exchange Mode.
    5. Select More Settings > Advanced > Offline Folder File Settings.
    6. Select Disable Offline Use and confirm.
    7. Open Offline Folder File Settings again, then select OK.
    8. Re-enable Use Cached Exchange Mode, then finish and close the dialogs.

    That creates a fresh offline data file copy.

    For Gmail in Outlook, if the account is IMAP, the local cache is typically rebuilt by fixing the profile or recreating the offline file rather than reconnecting a moved cache file.

    AI-generated content may be incorrect. Read our transparency notes for more information.

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