Guide For SysTools PST Merge Tool

Step-by-Step Guide on How to Join or Merge Outlook PST Files Using the PST Merge Software.

STEP 1

Start Menu » All Programs » SysTools PST Merge to begin the Outlook PST merge procedure.

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STEP 2

Options to Browse PST File

Click "Add Files" to manually add PST files one by one or "Add Folder" to add the complete folder containing the files to be merged. The software scans and display them in the adjacent pane with File Names and their source path.

scan options


Select the PST Files that you want to merge and hit Open button.

scan options

STEP 3

Find PST File from Host System

User can simple use Search Files option to search for a specific PST files.

scan bkf file


Provide Search Criteria like Search File in Specific Drive and option to Search in Subfolder. After this hit on Search File(s) button.

scan bkf file


STEP 4

You can verify all add PST Files in the software UI. Here software allows users to remove unwanted PST file by using Remove or Remove All button.

Join or Merge Outlook Data Files


The software provides two options for merging Outlook .pst files into single one such as Merge / Join. Choose the option as per your convenience.

Join or Merge Outlook Data Files


STEP 5

Select the radio button corresponding to the "Merge" and hit Next button.

bkf file extraction mode

STEP 6

Here the software will list all folders of browsed PST file and allow users either choose some selected folder or choose entire folder.

Merge Options: Software provides multiple options to merge PST file data. Select "Merge in New PST" to create a new PST file on your system. Along with this it provides an optional option to Merge in Single Folder.

merge all folders

STEP 7

Next, You can select "Merge in Existing PST" option to combine Outlook PST files with an existing PST file. With this user can choose an optional feature to Merge in Single Folder option.

merge in new PST file

STEP 8

Under Options, select "Merge in Outlook Profile" and select the Profile from dropdown list. With this, A user can choose an optional feature to Merge in Single Folder option.

Merge in Existing PST File


Note: If you want to merge PST files into Existing PST or Outlook Profile, then Outlook should be installed and configured properly. Make sure that the PST files should not corrupt and not in use by any application when you merge them into one.

STEP 9

Click on "Change" button to browse the destination path to save merged PST file.

Merge in Outlook Profile


A pop up will appear to select the path to save output. Here it allows users either create new folder or select any other folder. At last hit OK button.

specify date range


You can verify the browsed and path here.

specify date range


Option to Set Password to PST: This is an option feature that allows users to apply password protection to the output PST file.

specify date range


Provide password in the pop up and hit OK

specify date range



Add PST to MS Outlook: Choose this option if you want to add PST file directly in Outlook profile. Hit Next button for next step.

specify date range

STEP 10

In the Filter section, Select Items Types: Mail, Calendar, Tasks, Contacts, Journal, Notes that you want to merge.

Select Outlook Data Items

STEP 11

Now, you can "Specify Date Ranage" according to the needs. Click on Add button and select the Date.

Select the "Start Date" and "End Date" to merge PST files with a specific date. Then click on the Add button.

specify date range

After adding date filter the tool allows to remove unwanted date filter by clicking on Remove button.

Select Date

STEP 12

Advance Option Section to Customize Merge Process

  • Split PST File Size: Here the software allows users to specify the size to split the output PST file ince reaches to provided size. It is a optional feature.
  • Exclude Deleted Folder: Select this option if you want to exclude the deleted folder from merge process. It is a optional feature.
  • Exclude Junk Folder: Check this option if you want to don't want to merge junk folder.
  • Exclude Empty Folder: Check this option if you don't want to merge empty folders.
  • Skip Sender Emails: This option allows users to exclude specific sender email from the merging process.

Split PST File Size

Note: For the Split PST file, It is allowed to split the PST files into a Minimum of 100 MB and Maximum size of 200 GB inorder to avoid the chances of file corruption in case of Large PST files.

STEP 13

Select the Skip Duplicate Items checkbox and then select Specify Criteria. Now select the required items from Mail, Contacts, Calendar, Notes, Task, and Journals to remove duplicates.

Remove Duplicates

STEP 14

Select the Email Fields: Subject, Mail Body, To, From, Cc, Bcc, Attachment, Sender Name, Internet Message ID, Sent Date.

Remove Duplicate Outlook Emails


Select the Calendar Fields: Subject, Start Date, End Date, Attachment, Categories, To, Cc, Bcc, From, Location.

Remove Duplicate Outlook Calendars

Select the Contacts Fields: Full Name, Email Address, Mobile Number, Job Title, Categories, Company, Birthday.

Remove Duplicate Outlook Contacts

Select Task Fields: Subject, Start Date, Body, Due Date, Categories, Companies, Status, Attachment.

Remove Duplicate Outlook Task

Select Notes Fields: Body, Categories, Creation Date, Size

Remove Duplicate Outlook Notes

Select Journals Fields: Subject, Start, Attachment, Body, Categories, Entry Type, Company

Remove Duplicate Outlook Journals

After, click on Save button to save all settings.

STEP 15

At the end, click on the Next button to start the merging Outlook .pst files into single one process.

Merge PST Files Successfully


As soon as the process begins, the detailed progress of the process is visible in the Merge Pane with details such as PST File Name, Duplicate Items, Item Count, current Status, and destination path. The merge operation overall status is shown in the progress bar located at the bottom.

Merge PST Files Successfully

STEP 16

After the process is completed a prompt is shown displaying "The PST Files have been merged Successfully" message. Click OK to proceed further.

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STEP 17

Hit on the Destination path link to directly open the output folder.

Report

STEP 18

Now you can view the Merged PST file. You can open this PST file in Outlook easily.

Import PST in Outlook

STEP 5

Choose "Join" option to join PST file by creating new folder for joined PST file. After this hit Next button.

Join PST Files

STEP 6

Here software process the browsed PST files and list all folder in folder tree view. User can either select some folder for merging or select all folders.

Join Selected Folders


Under Options, Select the "Join in New PST" to join multiple PST files into a new PST file. User can check the Join in Single Folder checkbox if required.

Join in New PST File


Under Options, Select the "Join in Existing PST" to join PST files in existing PST file. User can check the Join in Single Folder checkbox if required.

Join in New PST File


Under Options, Select the "Join in Outlook Profile" to join PST files in Outlook profile directly. User can check the Join in Single Folder checkbox if required.

Join in New PST File


STEP 7

Then, Click on the Change option and select the path on your system to save joined PST files.

Browse Folder


A new pop up window will appear to browse path, here you can create new folder as well. After this hit OK button.

Browse Folder


Verify the browsed path and move to next step.

Browse Folder

STEP 8

Set Password to PST File: Select this option if you want to protect output PST file by password.

ost merge


Provide password and verify, after this hit OK button.

Browse Existing PST File

STEP 9

Add PST to MS Outlook: Choose this option if you want to join the PST file directly in Outlook profile.

Join in Outlook Profile

Note: If you want to join PST files into Existing PST or Outlook Profile, then Outlook should be installed and configured properly. Make sure that the PST files should not corrupt and not in use by any application when you join them.


Also check the Join in Single Folder checkbox option if required. After this hit Next button.

Select Outlook Items

STEP 10

In the Filter section, Select Items Types: Mail, Calendar, Tasks, Contacts, Journal, Notes that you want to join.

Select Outlook Items

STEP 11

Now, you can "Specify Date Range" according to the needs. Click on Add button and select the Date.

ost merge


Software also allows users to remove unwanted date range. For this select it and hit Remove button.

pst merge

STEP 12

In the Advance Option, you can choose the following option as per requirement.

  • Split PST File Size: Here provide a specific size and tool will create the output PST file of same size.
  • Exclude Deleted Folder: Choose this option if you want exclude the deleted folder from merging process.
  • Exclude Empty Folder: Select this option to exclude the empty folder from merge process.

ost merge

Note: For the Split PST file, It is allowed to split the PST files into a Minimum of 100 MB and Maximum size of 200 GB inorder to avoid the chances of file corruption in case of Large PST files.

Note: Skip Duplicate Items option is not available for Join process.

STEP 13

As soon as you click on the "Next" button, the software initiates the operation and displays the ongoing process on the Merge Pane. A Hierarchical view of the PST mail data could be seen along with Current PST processing status, the Overall process Status, PST File Name, Duplicate Items, Item Count and Destination Path.

ost merge

STEP 14

Wait till the merging process complete.

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After completion of the process, a dialog box appears confirming Successful Join Operation. Click OK to proceed.

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STEP 15

Click on Destination path link to view merged PST file.

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STEP 18

Now you can view the Merged PST file data in Outlook.

Import PST in Outlook

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