Steps to Merge Different Outlook PST Files

Steps to Merge Outlook PST File using the software for combining PST Data. The tool allows to join PST files by creating new folder for merged PST files as well merge similar folder in PST file.

STEP 1

Launch SysTools PST Merge software from the installed location or Go to Start Menu » All Programs » SysTools PST Merge to begin the Outlook PST merge procedure.

pst-merge-software
STEP 2

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.

add-pst
STEP 3

The software provides multiple options to Merge PST files such as Join / Merge / Merge Contacts. Choose the option as per your convenience. You can also choose the advanced options such as Remove Duplicates or Exclude Deleted Items accordingly.

join-pst-files
STEP 4

Select the the radio button corresponding to the "Join text as follows:

join-pst-files
STEP 5

Now click on the "Browse" button to choose the destination path where the merged PST file would be stored. Create a new folder if you wish to store the file separately.

browse-files

Click "OK" to proceed further.

select-destination
STEP 6

As soon as you click on the Merge PST Files option, 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.

process-of-merge-pst
STEP 7

After completion of the process, a dialog box appears confirming Successful Join Operation.

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STEP 8

Finally the software displays the Joined PST File Information such as Name & Location where the file got stored.

location-of-joined-pst

You can view the joined files at the specific file location as shown below:

Joined Files

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

final-contact-preview
STEP 4

You can also Merge PST Files/Folder into a single PST file, choose the Merge option after adding the files and folders to the Merge list. User can also opt for Advanced options such as Remove Duplicate & Exclude Deleted Items. Then, Browse the Destination Location where you want to keep the merged PST file.

select-merge-option

Now Choose the option "Merge PST File" to begin the process to Merge PST File

select-merge-option

You can preview all the files that you have selected to merge.

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After the process is completed a prompt is shown displaying "The PST Files have been merged Succsesfully"

select-merge-option

You can preview the location of the Merges PST file in the destination location that you have selected.

select-merge-option


STEP 5

To merge similar folders into a single PST file, choose the Merge option after adding the files and folders to the Merge list. Choose the Advanced options such as Remove Duplicate entries & Exclude Deleted Items to get rid of the duplicate entries and the deleted items present in the Merge List. It also provides option to Split PST File incase when the PST file size exceeds and a user requires to split the PST file into two.

select-merge-option

Note: For the Split PST file, It is allowed to split the PST files into a minimum of 50MB and Minimum size of 1 GB inorder to avoid the chances of file corruption in case of Large PST files.

Under the "Remove Duplicates" option, You are provided with following options:

  • Subject: Specify the subject of the message for which the message is being sent.
  • CC: Put the email address(es) here if you are sending a copy for their information (and you want everyone to explicitly see this).
  • BCC:(Blind Carbon Copy) - Put the email address here if you are sending them a Copy and you do not want the other recipients to see that you sent it to this contact.
  • Body: This is the actual content of the mail that is to be sent.
  • From: This includes the section where the sender of the message is specified.
  • To: This includes the section where the recepients of the email message are specified.
  • Transport Message Header: contain information used to control the message and its transmission as well as metadata such as the Subject, origin and destination email addresses, the path an email takes, and maybe its priority.
  • Attachments: This refers to the files that have been attached with the email message. on the basis of which the file is to be filtered out.
  • Internet Message ID: This is used to remove duplicate e-mails based on Internet Meaasage ID.

remove-duplicate-options

Note: For smooth and uninterrupted migration please select at most 3 filters at a time. To know about merge files filters, Click here.


STEP 6

Now, Browse the Destination Location where you want to keep the merged PST file.

browse-files

Then, Click on the Merge PST Files option to execute the process.

merge-pst
STEP 7

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 and the its current Status. The merge operation overall status is shown in the progress bar located at the bottom.

merge-pst-files-successfully
STEP 8

As soon as the process gets completed successfully, the software shows an alert. Click on the OK button to proceed further.

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STEP 9

Upon completion of the process, the software displays the Merged PST file Information such as Name & Location of the merged PST File.

location-of-merged-pst-files

The Report can accessed at the specific location and PST files are divided into different files of small sizes as shown below:

location-of-merged-files

The Report file shows the repetitive values inoccured during the process:

duplicate-report

You can view the joined files at the specific file location as shown below:

Joined Files

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

final-contact-preview
STEP 4

To merge only the contacts present in the PST file, choose the Merge Contacts option as soon as you add the Files or the folders.

merge-contacts-option

Also provide the settings for Removing Duplicates from the file during the process and Click on "Apply".

Note: You can choose any of the following mentioned contact details such as First name, Last name, company, File As, IM Address, etc., As per your requirements.

remove-duplicate-contacts

Note: For smooth and uninterrupted migration please select at most 3 filters at a time. To know about merge contact filters, Click here.

Now, The software will navigate back to the previous menu, Click on the "Browse" button.

browse-location-for-contacts
STEP 5

Now, Hit the Merge PST File button to start the process.

merge-contacts
STEP 6

Now, The contact merging process will start.

contact-merge-progress

Upon completion of Merge Contacts process the software display success message. Click OK to proceed further.

merged-contacts-of-pst-files
STEP 7

The software finishes the process by displaying the complete information of the Merged PST File Contacts such as Name & Location of the merged and the duplicate contact CSV files respectively.

location-of-merged-contacts-of-pst-files
STEP 8

Now you can view the merged items and PST Files by accessing the file location.

merged-contacts

Also, You can view the Duplicated data report by accessing its location, As shown below:

merged-contacts
STEP 9

To view the PST File information Go to File » Open & Export » Open Outlook Data File

open-outlook-data-file

On the next menu, Select the following option:

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Select "Outlook Data File", As shown below:

Select-PST

Now, Specify the location for PST file:

Specify-location

Select the final contact PST file:

contact-file-selected

click on "Next".

next

click on "Finish".

finish
STEP 9

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

final-contact-preview