Some problems in life seem critical at the time, but they can be resolved with a little patience and the appropriate method. That includes losing your Outlook profile and, thus, gaining access to years' worth of archived emails that are secured with a password you can barely recall creating.

For me, this wasn’t a hypothetical situation. It occurred in October of last year, interfering with my work for about two weeks until I managed to get out of it.

How It Happened

I am a self-employed financial consultant. I developed the practice of organizing all proposals, client correspondence, tax paperwork, and signed agreements into Outlook PST folders throughout the years. Each of the four that I had covered around eighteen months of work. I once heard from a colleague that password-protecting sensitive customer data is a smart idea, so I did just that. She was correct. However, no one informed me of what occurs when Outlook no longer recognizes such files.

My laptop began acting strangely in October following a Windows update. To cut a long tale short, something in the Outlook profile configuration was corrupted by the update. Outlook started refusing the passwords when I tried to import my old PST files after reinstalling it. I have been using the same passwords for the past three years each of the four files.

I spent some time attempting different versions of every password I had ever used. Nothing. Assuming I had simply been typing the previous evening incorrectly, I made two more attempts the next morning. Nothing yet.

Later on, I realized that forgetting the passwords wasn't the issue. The real problem was that those credentials were cached in the Outlook profile. The cached credentials were lost when the profile was deleted during the update. I was probably typing the right passwords, but the re-import process wasn't processing them correctly. In either case, the outcome was the same: I had to access four sealed PST files that contained years' worth of work for a continuing audit with one of my long-term clients.

Searching for a Solution

I tried manual ways for about a day. I came across a forum post that suggested utilizing an earlier version of Outlook to get around the password verification, but it didn't work. Another recommended using the built-in scanpst.exe tool to fix the PST files, but it is a corruption repair tool, not a password problem.

I eventually began researching specialized password recovery programs. Based on a user remark in a data recovery forum that detailed a case that was almost exactly like mine, I looked into a few possibilities and decided to try the GainTools PST Password Recovery Tool. The post was made by someone who was unable to re-authenticate their stored PSTs after losing their Outlook profile.

There was no cost for the trial version. I reasoned that I had nothing to lose.

First Run: The Trial Version

The installer took less than a minute to download because it is only 2.41 MB in size. Outlook didn't need to be installed on the computer, which was important because I had performed a clean reinstall. The interface displayed a simple screen with the options to add files, select your action, and proceed.

I used the Browse button to load one of my PST files. After scanning it, the software verified that there was a password. You can get a preview of the process finishing during the trial, but you can't save the unlocked file unless you make a payment. Nevertheless, it was sufficient to watch it confirm detection and complete the procedure. It's obvious that the utility worked with my file. I purchased the license.

The Step-by-Step Method

Step 1: Start the program.

After installation, open it. A clear, uncluttered panel greets you. No setup instructions, no wizard screens, and no requirement to create an account.

Step 2: Add your PST files.

If you're working with numerous archives, click Browse to load a full folder or add files one at a time. I immediately added all four of mine. They were listed in the panel and approved by the software without any issues.

Step 3: Select Reset or Remove.

At this point, you have two options: either reset the file to a new password of your choosing or remove the password completely, making the file unsecured. For three files, I chose to remove them, and for one that I still wanted password security moving forward, I chose to reset it. Before completing the reset option, you must provide your new password in a field.

Step 4: Click Proceed.

That's all. Every file is processed by the program. It took about nine minutes to process all four of my PST files, which varied in size from 1.8 GB to 3.4 GB. I saw how the status bar progressed through each one.

I imported the files back into Outlook after it was done. All of the emails were present. All of the contacts, calendar entries, and attachments. Nothing was missing or changed. There was a great deal of relief.

The Pros

The feature that I valued the most was batch processing. Significant time was saved by running four files at once as opposed to one at a time. There is no cap on the number of files you may add to the tool; I've heard of individuals using it to process dozens of archives at once.

It's more important than you might believe that Outlook doesn't need to be installed. The last thing you want when your Outlook profile is the issue is to rely on Outlook to resolve it.

My Outlook 2013-era PST files' older password forms were easily handled by the program. Both ANSI and Unicode PST formats are supported, encompassing files from early Outlook versions to Outlook 2019.

Additionally, it didn't appear to matter how complicated the password was. My 14-character password, which was a combination of letters, digits, and a symbol, worked just like the simpler ones.

What Could Be Improved

Although outdated, the UI is still functioning. It appears to have been created about 2015 and hasn't seen a graphic update since. Performance is unaffected by this, but if you're accustomed to contemporary application design, the aesthetics will seem dated.

The Mac version is not available. Only Windows 11, 10, 8.1, 8, and 7 are compatible with the tool. This isn't an option for you if your system is Mac-based.

It's also important to be aware of the trial restriction up front. The free version does not allow you to save unlocked files

Cost Structure and License Type

The software has multiple licensing according to user needs and budget.

Personal License:

Personal and individual use.

Install on a single device.

Lifetime Validity.

Priced at $29.

Business License:

Small companies and commercial use.

Install on multiple devices.

Lifetime Validity.

Priced at $99.

Enterprise License:

Large organizations and commercial use.

Install on multiple devices.

Lifetime Validity.

Priced at $299.

I bought the personal license. The numbers made the decision simple because my other option was to pay a data recovery service; quotations I had looked at ranged from $150 to $400 depending on the supplier.

Ratings by Category

• Ease of use: 4.5/5

• Performance & Speed: 4.5/5

• Reliability: 4.6/5

• Value for Money: 5/5

• UI/Design: 4/5

• Overall: 4.4 out of 5

The overall rating is in line with the 4.8 average of 252 user reviews on the official product page, which I looked at before making a purchase. The outdated user interface and the trial save restriction are reflected in my somewhat more conservative assessment.

In conclusion

This is a straightforward, no-friction solution if you're sitting on files you need to open but lost access to a password-protected PST file because your Outlook profile broke, was erased, or was transferred improperly. In my instance, the download and unlocking of the files took less than fifteen minutes. The tool is not meant to be used on a daily basis. It was designed with a single scenario in mind, and it does a good job at handling it.

The installer took less than a minute to download because it is only 2.41 MB in size. Outlook didn't need to be installed on the computer, which was important because I had performed a clean reinstall. The interface displayed a simple screen with the options to add files, select your action, and proceed.

I used the Browse button to load one of my PST files. After scanning it, the software verified that there was a password. You can get a preview of the process finishing during the trial, but you can't save the unlocked file unless you make a payment. Nevertheless, it was sufficient to watch it confirm detection and complete the procedure. It's obvious that the utility worked with my file. I purchased the license.

The Step-by-Step Method

Step 1: Start the program.

After installation, open it. A clear, uncluttered panel greets you. No setup instructions, no wizard screens, and no requirement to create an account.

Step 2 Add your PST files.

If you're working with numerous archives, click Browse to load a full folder or add files one at a time. I immediately added all four of mine. They were listed in the panel and approved by the software without any issues.

Step 3: Select Reset or Remove.

At this point, you have two options: either reset the file to a new password of your choosing or remove the password completely, making the file unsecured. For three files, I chose to remove them, and for one that I still wanted password security moving forward, I chose to reset it. Before completing the reset option, you must provide your new password in a field.

Step 4: Click Proceed.

That's all. Every file is processed by the program. It took about nine minutes to process all four of my PST files, which varied in size from 1.8 GB to 3.4 GB. I saw how the status bar progressed through each one.

I imported the files back into Outlook after it was done. All of the emails were present. All of the contacts, calendar entries, and attachments. Nothing was missing or changed. There was a great deal of relief.

The Pros

The feature that I valued the most was batch processing. Significant time was saved by running four files at once as opposed to one at a time. There is no cap on the number of files you may add to the tool; I've heard of individuals using it to process dozens of archives at once.

It's more important than you might believe that Outlook doesn't need to be installed. The last thing you want when your Outlook profile is the issue is to rely on Outlook to resolve it.

My Outlook 2013-era PST files' older password forms were easily handled by the program. Both ANSI and Unicode PST formats are supported, encompassing files from early Outlook versions to Outlook 2019.

Additionally, it didn't appear to matter how complicated the password was. My 14-character password, which was a combination of letters, digits, and a symbol, worked just like the simpler ones.

What Could Be Improved

Although outdated, the UI is still functioning. It appears to have been created about 2015 and hasn't seen a graphic update since. Performance is unaffected by this, but if you're accustomed to contemporary application design, the aesthetics will seem dated.

The Mac version is not available. Only Windows 11, 10, 8.1, 8, and 7 are compatible with the tool. This isn't an option for you if your system is Mac-based.

It's also important to be aware of the trial restriction up front. The free version does not allow you to save unlocked files

Cost Structure and License Type

The software has multiple licensing according to user needs and budget.

Personal License:

Personal and individual use.

Install on a single device.

Lifetime Validity.

Priced at $29.

Business License:

Small companies and commercial use.

Install on multiple devices.

Lifetime Validity.

Priced at $99.

Enterprise License:

Large organizations and commercial use.

Install on multiple devices.

Lifetime Validity.

Priced at $299.

I bought the personal license. The numbers made the decision simple because my other option was to pay a data recovery service; quotations I had looked at ranged from $150 to $400 depending on the supplier.

Ratings by Category

• Ease of use: 4.5/5

• Performance & Speed: 4.5/5

• Reliability: 4.6/5

• Value for Money: 5/5

• UI/Design: 4/5

• Overall: 4.4 out of 5

The overall rating is in line with the 4.8 average of 252 user reviews on the official product page, which I looked at before making a purchase. The outdated user interface and the trial save restriction are reflected in my somewhat more conservative assessment.

In conclusion

This is a straightforward, no-friction solution if you're sitting on files you need to open but lost access to a password-protected PST file because your Outlook profile broke, was erased, or was transferred improperly. In my instance, the download and unlocking of the files took less than fifteen minutes. The tool is not meant to be used on a daily basis. It was designed with a single scenario in mind, and it does a good job at handling it.