How to Protect Your Outlook Data from Unauthorized Access

In order to protect privacy and personal data, a majority of Outlook users long for effective methods to prevent unauthorized access to their Outlook data. This article will focus on this issue and provide some tips.

In the contemporary era, with the development of IT technology, it is increasingly difficult to protect our data from loss, corruption or being stolen. The same holds true for Outlook data. Fortunately, Outlook comes programmed with some native functions to protect data. The concrete operations depend on what kind of email account you are using. Read on to learn the details.

Protect Your PST Files

If you are using an Internet email account, all of your Outlook data will be stored in a PST file. That is to say, protecting your Outlook data is equal to protecting the PST file. Without a doubt, the handiest method is the built-in feature – password. You can follow the steps below to set a specific password for the PST files.

  1. At first, launch Outlook and go to “File” menu.
  2. Then under “Info” tab, click on and select “Account Settings”.
  3. Next in the popup dialog box of “Account Settings”, shift to “Data File” tab.
  4. Later double click on the PST files that you intend to protect.
  5. In the “Outlook Data File” dialog box, press “Change Password” button.
  6. Lastly you can fill in “New password” and “Verify password” fields and click “OK” to activate a password.Set a Passowrd for PST Files

Protect Your Exchange Mailbox

If you are using exchange account, your data will be stored in an OST file. But unlike PST file, Outlook doesn’t support you to set a password to the OST file. So you should resort to other approaches. Here are 2 steps to protect your exchange mailbox.

Step 1: Disable Cached Exchange Mode

  1. For a start, go to “File” menu and click on “Account Settings” button.
  2. From the drop down list, select “Account Settings”.
  3. In the new “Account Settings” dialog box, double click the exchange account under “Email” tab.
  4. Then another new dialog box of “Change Account” will show up. You can find and uncheck the “Use Cached Exchange Mode”.Disable Cached Exchange Mode
  5. Next click “Next”. You will receive an Outlook alert, in which hit “OK” directly.Outlook Alert
  6. Lastly follow the alert to restart Outlook. The cached exchange mode would have been disabled.

Step 2: Enable “Always Prompt for Logon Credentials”

  1. In “Account Settings” dialog box, shift to “Data File” tab.
  2. Then double click on the OST file.
  3. A new dialog box of “Microsoft Exchange”, turn to “Security” tab.
  4. Next you can mark the checkbox in front of the “Always prompt for logon credentials” option.Always Prompt for Logon Credentials
  5. Eventually click “OK” to activate the changes.

Backup Is More Than Necessity

To be honest, most of time, even though you think that you’ve taken the sufficient precautions, Outlook file can be corrupted as well. Therefore, in order to prevent outlook data loss, you should back up Outlook files on a regular basis. Otherwise, once the data gets damaged, you have no choice but to recur to a well-proven tool, like DataNumen Outlook Repair. It can repair Outlook data with effortless ease.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair SQL Server data damage and outlook repair software products. For more information visit

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