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

   The easiest and most effective way to fix the ‘Outlook data file cannot be accessed’ error is to simply close Outlook down and restart it. The method works by deleting any temporary files, processes, or services linked to Outlook, which may be responsible for the error. Stopping the Outlook process will also stop all the services and processes related to it. Restarting Outlook will start the program afresh without any residual processes or files.

   This method is also useful in fixing other Outlook-related issues, such as slow performance or freezing. It is a quick and easy way to troubleshoot common Outlook problems. Sometimes it’s a temporary glitch in the application that leads to the error. In such cases, closing and re-opening Outlook could fix 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 location of the Outlook data file

   Ensure the Outlook data file is in the right place on your computer. If the file was moved or deleted (either by mistake or by another program) then Outlook may not be able to locate it, and you will get the 0x8004010F: Outlook 365 data file cannot be accessed error. Verifying the location of the file and checking the permissions on the folder is a critical part of fixing the problem. This is particularly the case when the file is located on a network drive or shared server, where access rights may be a problem.

   • Step 1: Open Outlook and select Account Settings
     • To start Outlook, click on the Outlook shortcut on your desktop or search for it in the Start menu.
     • Click the ‘File’ tab at the top left-hand corner of the window.
     • In the File menu, click 'Account Settings' and again select 'Account Settings' from the dropdown list.

       

   • Step 2: Find the Outlook data file and check its location
     • In the Account Settings window, click the ‘Data Files’ tab.
     • Here you should see a list of all the data files that are tied to 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 change the location in Outlook.

       

   • Step 3: Verify the file permissions of the file

     Check the file permissions to confirm you have permission to access the file.

     • Right-click on the folder that contains the data file, then choose ‘Properties’ from the drop-down list.
     • In the Properties window, go to the ‘Security’ tab and check that your user account has the correct permissions to access the file.
   • Step 4: Restart Your Outlook
     • After verifying the data file’s location and permissions, shut down and restart Outlook to determine whether the error message no longer appears.
     • If still there, try the next method to resolve the issue.
3. Method 3: Turn off conflicting Outlook Add-ins

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

   Disabling add-ins is a useful way to determine if one of them is causing the Outlook data file access error. Faulty or old Add-ins can interfere with the normal running of Outlook, causing error messages, slow performance or Outlook freezing. You can turn off all Add-ins at once, and then determine which Add-in is causing the problem by starting Outlook in Safe Mode. This method is effective, simple, and will often save you time when troubleshooting. After you find the problematic Add-in, you can remove it or update it and fix the issue.

   • Step 1: Launch Outlook in Safe Mode

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

     • Press and hold the ‘Ctrl’ key and click on the Outlook shortcut on your desktop.
     • When prompted, click 'Yes' to boot into Safe Mode.
   • Step 2: In Options, go to the Add-ins section
     • When you open Outlook in Safe Mode, go to the ‘File’ tab in the top left corner of the window.
     • Click 'Options' in the File menu and then choose 'Add-ins' from the list of options.
   • Step 3: Disable Add-ins and Restart Outlook
     • And in the Add-ins window, you should see a list of all currently installed Add-ins in Outlook.
     • To disable the Add-in, deselect it in the options and click OK.
     • When you have disabled the Add-ins, close and re-open Outlook to check if the error message is gone.
     • Try this for each Add-in to find the incompatible one
     • If the error message still appears or the inbox is not updating automatically in Outlook, then you can try the next method to fix the problem.

       

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.