Fix the ‘Outlook data file cannot be accessed’ error in Windows

If you encounter the error ‘0x8004010F Outlook data file cannot be accessed,’ there are several methods you can follow to fix the problem. These methods are suitable for Outlook 2021, 2019, 2016, 2013 and 2010.

1. Method 1: Close and Restart Outlook

   Closing and restarting Outlook is one of the simplest and most effective methods to resolve the ‘Outlook data file cannot be accessed’ error. This method works by clearing any temporary files, processes, or services related to Outlook that may be causing the error. By ending the Outlook process, ensure that all related services and processes are also stopped, and then by restarting Outlook, you allow the program to start fresh without any residual processes or files.

   This method is also useful for fixing other Outlook-related issues, such as slow performance or freezing, and is a quick and easy way to troubleshoot common Outlook problems. Sometimes, the error can be caused by a temporary glitch in the application. In such cases, simply closing and reopening Outlook may solve the problem.

   • Step 1: Close Outlook on your computer
     • First, you need to close Outlook completely. If you have any open windows or dialogs in Outlook, close them all.
     • Click the ‘X’ button in the top right corner of each window or dialog or click ‘File’ > ’Exit’.
   • Step 2: End all Outlook related processes

     Sometimes, even after you close Outlook, the Outlook process may continue to run in the background.

     To make sure that the process is completely ended, follow these steps:

     • Open the Task Manager by pressing the Ctrl+Shift+Esc keys.
     • In the Task Manager, go to the ‘Processes’ tab and look for the ‘Outlook.exe’ process.
     • Select the process and click ‘End task’.

     After ending the Outlook process, wait for a few minutes before starting Outlook again. This ensures that any background processes or services related to Outlook are also stopped.

   • Step 3: Restart Outlook and verify email access

     Start Outlook again from your computer by clicking the shortcut on your desktop or by searching for it in the Start menu. Check if the error is resolved and that you are able to access your email messages

2. Method 2: Check the Outlook data file location

   Ensure that the Outlook data file is in the correct location on your computer. If the file has been moved or deleted, whether accidentally or by another program, Outlook may fail to access it, triggering the ‘0x8004010F: Outlook 365 data file cannot be accessed’ error. Verifying the file’s location and checking folder permissions is an important step in resolving the issue. This is especially important if the file is stored on a network drive or shared server, where access rights can cause problems.

   • Step 1: Open Outlook and go to Account Settings
     • Open Outlook by clicking on the Outlook shortcut on your desktop or by searching for it in the Start menu.
     • Click on the ‘File’ tab in the top left corner of the window.
     • In the File menu, click ‘Account Settings’ and select ‘Account Settings’’ again from the dropdown list.

       

   • Step 2: Find the Outlook data file and verify the location
     • In the Account Settings window, go to the ‘Data Files’ tab.
     • Here, you should see a list of all the data files that are associated with your Outlook profile.
     • Click ‘Open File Location’ and make sure that the path is correct and that the file is located in the folder where it is supposed to be.
     • If the file is not in the correct location, you may need to move it back to the original folder or update the location in Outlook.

       

   • Step 3: Verify file permissions of the file

     Check if you have the necessary file permissions to access the file.

     • Right-click on the folder that contains the data file, and select ‘Properties’ from the dropdown list.
     • In the Properties window, go to the ‘Security’ tab and make sure that your user account has the necessary permissions to access the file.
   • Step 4: Restart Outlook
     • After verifying the location and permissions of the data file, close and restart Outlook to see if the error message is gone.
     • If it is still there, try the next method to resolve the issue.
3. Method 3: Disable conflicting Outlook Add-ins

   Add-ins are third-party programs that can extend the functionality of Outlook. However, some Add-ins or plugins may conflict with other Add-ins or with Outlook itself, which can lead to errors and issues. Disabling Add-ins is an effective way to troubleshoot the ‘0x8004010F Outlook 2016 data file cannot be accessed’ error message.

   Disabling Add-ins is a helpful way to find out if one of them is causing the Outlook data file access error. Problematic or outdated Add-ins can interfere with Outlook’s normal operations, leading to errors, slow performance, or freezing. By starting Outlook in Safe Mode, you can temporarily disable all Add-ins and identify the one causing the issue. This method is simple, effective, and often saves time during troubleshooting. Once identified, the faulty Add-in can be removed or updated to fix the problem.

   • Step 1: Open Outlook in Safe Mode

     First, you need to open Outlook in Safe Mode to disable any conflicting Add-ins.

     • Hold down the ‘Ctrl’ key and click on the Outlook shortcut on your desktop.
     • When prompted to start in Safe Mode, click ‘Yes’
   • Step 2: Go to the Add-ins section from Options
     • After you launch Outlook in Safe Mode, click on the ‘File’ tab in the top left corner of the window.
     • In the File menu, click ‘Options’ and select ‘Add-ins’ from the list of options.
   • Step 3: Disable the Add-ins and restart Outlook
     • In the Add-ins window, you should see a list of all the Add-ins that are currently installed in Outlook.
     • Disable the Add-in by unselecting it from the options and clicking ‘OK’
     • After disabling the Add-ins, close and restart Outlook to see if the error message is gone.
     • Try this method for each Add-in to check for the incompatible one
     • If the error message still persists or if Outlook is not updating the inbox automatically, try the next method to resolve the issue.

       

4. Method 4: Create a new Outlook profile

   If none of the above steps work, you can try creating a new Outlook profile. This method creates a fresh set of data files and settings for Outlook to use, which may solve the problem.

   Creating a new Outlook profile is an effective way to resolve the ‘Outlook data file cannot be accessed’ error message. The error can be caused by a corrupted or damaged Outlook profile, so creating a new profile can help to fix the issue. When you create a new profile, you are essentially starting from scratch with Outlook, which can help to eliminate any existing issues with the old profile. By setting the new profile as the default, you ensure that Outlook uses the new profile instead of the old one. Adding your email account to the new profile ensures that you can continue to send and receive emails as normal.

   • Step 1: Open the Control Panel and find the Mail applet
     • Click on the ‘Start’ button in the bottom left corner of your screen and type ‘Control Panel’ in the search box.
     • In the Control Panel, ‘Mail’ (Microsoft Outlook 2016) option

       

   • Step 2: Add a new profile and name the profile
     • In the Mail Setup window, click on the ‘Show Profiles’ button. Then click on the ‘Add’ button to create a new profile.
     • In the ‘New Profile’ window, enter a name for the new profile and click ‘OK’

       

   • Step 3: Add an email account to the profile
     • In the ‘Add New Account’ window, the automatic method or ‘Manual setup or additional server types’.
     • Click ‘Next’ and enter the required information to set up the account.
   • Step 4: Set the new profile as the default
     • After you have added your email account to the new profile, go back to the ‘Mail’ applet in the Control Panel.
     • Click on the ‘Show Profiles’ button, select the new profile you just created, and make the profile default.

       

   • Step 5: Restart Outlook

     Close the Mail applet and open Outlook. The new profile should be active, and the ‘Outlook data file cannot be accessed’ error message should be resolved.

5. Method 5: Repair and convert the Outlook data file to PST

   EdbMails is a recovery and migration application that can help to repair corrupted or damaged Outlook data files, causing the ‘Outlook data file cannot be accessed’ error message. The application can scan and repair the file, enabling you to access your Outlook data again. The steps to use EdbMails are relatively straightforward, and the repair process can be completed in a few minutes. After the repair process is complete, you can export the OST file to PST format or perform OST to Office 365 migration.

   • Step 1: Download and install EdbMails OST to PST Converter

     • Download and install the EdbMails application on any Windows-based computer.
     • The software is compatible with Windows operating systems and supports both 32-bit and 64-bit versions.

       

     • Launch the EdbMails application on your system.
     • Enter your registered email address and password, then click ‘Login’. If you don’t have an account yet, select ‘Start Your Free Trial’ to proceed with the trial version.
       Note: The free trial allows you to explore the software’s features and export up to 30 items per folder. To access all features without limitations, you must purchase a valid license from the EdbMails website.

        Click here to purchase the license from the EdbMails website.

       Once the purchase is complete, close and reopen the EdbMails application. Then, log in with the same email address and password used during checkout to successfully activate your license.

       

     • Select ‘OST Recovery and Migration’.

       

     • Select operation as ‘OST to PST’.

       

     • You can either retain the default job name or create a custom one to make the task easier to recognize.
     • Once done, click ‘Next’ to continue.

       

   • Step 2: Select the Outlook data file to repair

     • Click ‘Browse for OST file'.

       

     • Browse the OST file on your computer that you want to convert to PST. After selecting the file, click ‘Next’ to proceed. If the OST file is stored on a shared network drive, ensure that you have both read and write permissions to ensure smooth access and prevent any interruptions during the conversion process.

       

     • Click ‘Browse’.

       

     • Specify the location to save the exported PST files, and ensure the drive has enough free space to complete the export.

       

     • EdbMails thoroughly scans offline OST files to recover mailbox data, even if the files are damaged or corrupted. The tool carefully examines the file’s structure and contents to extract emails, contacts, calendars, and other mailbox items.

       

     • After completing the recovery, the software organizes the OST file data within its interface, preserving the original folder and subfolder structure. You can browse through folders by expanding them to access individual items. When a folder such as Emails, Contacts, Notes, Tasks, or Calendar is selected, all associated data is displayed along with a clear preview of the chosen item on the right panel. With EdbMails OST to PST Converter, you can open OST files and view mailbox data even without Outlook. You can browse through individual items and choose exactly what you want to export, saving the selected Outlook data directly to your computer.

   • Step 3: Select the mailbox items and folders to export

     • Select the desired mailboxes or folders, then click the ‘Next’ button to proceed.

       

        Tip: EdbMails includes a free OST viewer and also enables you to import Outlook OST to Office 365 and Live Exchange if you are looking to directly transfer your emails to another platform.

   • Step 4: Convert the Outlook OST file to PST

     • Review the selected mailboxes and folders for the export operation. Ensure that the ‘Action’ is set to ‘Export’, then click the ‘Start Export’ button to begin.

       

     • The software starts the conversion process and exports all of your mail data depending on the size of the OST file, you can track its progress using the progress bar.

       

        Tip: You can also create a backup copy of your emails for safekeeping and records by exporting the OST file to PST with EdbMails. Learn how to save emails from Outlook to the hard drive.