PST file too large for the destination system is a common issue with Outlook users while copying, moving, or accessing files. Microsoft Outlook stores complete mailbox data including emails, attachments, contacts, calendars, and other items in PST. Over time, this file keeps growing as users receive and send thousands of emails regularly.

Managing PST file size is important because oversized PST file can impact Outlook performance such as slow loading, delays in receiving emails, being unable to send messages, synchronization problems and even PST file corruption.

To avoid these issues, it is important to monitor and manage file size regularly. In this write-up, we will discuss why it happens, common causes, and effective techniques to resolve it.

We will resolve “Outlook data file too large for the destination system” error by removing unwanted emails, emptying the trash and spam folders, archiving old emails, using Import/Export feature and splitting large PST file into manageable parts.

Let’s understand the basic information and step-by-step process in the upcoming paragraphs:

Table of Content
  1. Why is My Outlook PST File Too Large in Size?
  2. Causes of These Large Outlook Data Files
  3. How to Fix “Outlook Data File Too Large” Issue?
  4. Method 1: Delete Unnecessary Emails and Attachments
  5. Method 2: Archive Old Outlook Data
  6. Method 3: Use Import & Export
  7. Drawbacks of Manual Guide
  8. Fix My PST File Too Large in Size Using an Automated Method
  9. Step-By-Step
  10. Preventive Methods to Avoid Oversizing of PST File
  11. Conclusion

Note: this issue can be fixed by using the SysTools PST Compress Tool, which helps users to reduce Outlook mailbox size by deleting some unwanted items like emails, attachments and many other items from the mailbox.

Why is My Outlook PST File Too Large in Size?

PST file size capacity depends on the Outlook version, like:

  • Outlook 2002 and earlier versions: 2 GB (ANSI PST)
  • Outlook 2003 to 2007: 20 GB (UNICODE PST)
  • Outlook 2010 and Above Versions: 50 GB (UNICODE PST)

If these limits are exceeded, Outlook starts showing “PST file too large to open or copy” issue. Let’s understand why it happens:

  • No Archiving Practice: If you are keeping your old emails in same PST file and not archiving them separately then it makes your PST file oversized.
  • Deleted Items Not Removed: Normal deletion is not enough, because after deleting data it is moved into Trash/Bin folders for next 14 to 30 days. So, you have to remove deleted items from Trash/Bin folder.
  • Attachments: Most space is consumed by large attachments; you can download them locally and delete them from emails for more storage space.

Causes of These Large Outlook Data Files

Outlook gives a warning before inaccessible PST file. So let’s take a look at the symptoms.

  • It takes a lot of time to run as it crashes many times frequently crashes.
  • Errors like: “Outlook PST file too large to open”.
  • Facing a problem opening folders, events, emails, etc.
  • Reduced Outlook performance
  • Emails got corrupted or misplaced due to file corruption.

If you noticed these errors, then it’s the correct time to dive into the solutions before they become inaccessible.

Important Note: Before following any technique, check Outlook mailbox size for complete surety. Because large PST file becomes corrupt easily.

How to Fix “Outlook Data File Too Large” Issue?

If your Outlook is working or opening properly with large data files, then you can delete unnecessary emails, extract large attachments locally, archive old emails, and use the Import/Export utility. These techniques will help you to fix “PST file too large to open” issue for certain period.

  • Delete Unwanted Emails and Attachments
  • Archive Old Outlook Data
  • Using the Import or Export Feature

Let’s understand their work:

Quick Suggestion:

In case, you are not able to open Outlook properly and don’t want to delete any data, then use SysTools PST Splitter Tool. This software helps to split large file by size, date, year, folder, email id, category, subject, etc. Also, it can handle any size of data file without crashing.

Try free demo version to fix “outlook data file too large for the destination system” error.

Method 1: Delete Unnecessary Emails and Attachments

Most simplest solution is to clear up your mailbox by deleting the emails that contain attachments that you don’t need for use. Also, don’t forget to empty from junk folder. You can follow the steps given below:

  1. Open Outlook.
  2. Navigate to files or folders that are unwanted, like the inbox, sent, spam, etc.
  3. Sort by attachments or size to detect the large emails.
  4. Delete those emails & attachments by clicking the Delete key.
  5. Go to the Deleted Items Folder and clear it.

Note: Also, don’t forget to remove duplicate emails in Outlook, as these duplicates also make your Outlook PST file too large.

Method 2: Archive Old Outlook Data

Outlook allows users to move old emails to a different file using Archive feature. First, we will archive emails manually to reduce PST file size immediately and then we will enable Auto Archiving to move data after selected time period to prevent errors in future.

  1. Open Outlook.
  2. Choose “File” >> “Info” >> “Tools” options.
  3. Select “Clean Up Old Items or Archive (depends on the version)”.
  4. Choose “Archive this folder and all subfolders”.
  5. Select folders that you want to archive.
  6. Select a date under “Archive Items Older Than” option.
  7. Browse location to save archive PST file.
  8. Hit the “OK” button to start process.

After doing this, let’s enable AutoArchive, so emails will be archived automatically from the next time.

  1. Head to the “File” >> “Options” tab.
  2. Select “Advanced” >> “AutoArchive Settings”.
  3. Now enable “Run AutoArchive every X Day”.
  4. Set the time period.
  5. Select options such as:
    • Delete expired items
    • Archive or permanently delete old items
    • Show archive folder in the folder list
  6. Select location.
  7. Tap on “OK” button to save settings.

Method 3: Use the Import & Export to Manage Large Outlook Data Files

This feature allows you to export your data into a new PST file or selected folders. It makes different categories of data into smaller PST files.

  1. Run Outlook, go to File > Account Settings > Account Settings.
  2. Select the Data File tab and press the Add button.
  3. Create the Outlook file and name it, then click the OK button.
  4. Now, nav to File > Open > Import.
  5. Using the Import & Export tool, select the Export option and tap on Next.
  6. Choose the PST file and select the folder to export. Also, check out the Include Subfolder option.
  7. Select your Location to save your PST file by clicking on the Browse button.
  8. Top on the Finish button.

Drawbacks of Manual Guide

Although there are Outlook built-in features, they do contain some limitations which affect our performance:

  • A very time-consuming process as you’ve to delete, archive, compact, and split manually, which requires a lot of time & effort.
  • It involves a risk of accidental deletion of PST files, and if they are deleted, then the recovery is very difficult.
  • Some manual methods require technical skill or knowledge to operate them.
  • Using these methods still can’t able to improve Outlook performance if the Outlook PST file too large in size.
  • If you’re working with a large Outlook data file, then Outlook doesn’t provide any batch processing for splitting or compacting.

To prevent these consequences, which are affecting your Outlook performance and making your Outlook mailbox full, we recommend using an alternative solution for manual fixes. Let’s begin it.

Fix My PST File Too Large in Size Using an Automated Method

The mentioned tool is the right and reliable way to fix the Outlook PST file too large to open and view data. It allows users to make multiple smaller files, which makes the process of organizing emails and other items easier. It doesn’t require installing any supporting tool like Outlook. For better knowledge of features and filters:
Let’s check out its benefits:

  • It allows users to divide files by size, date, year, sender, folder, email ID, category and subject.
  • This software can handle any file size of Outlook data file from 1 MB to 1 GB.
  • Also, it supports damaged, corrupted, and inaccessible PST files easily.
  • This software maintains folder structure during the process and doesn’t affect original file data.
  • Even after choosing all settings to divide file, users can protect output PST file with password protection.
  • Users can upload any data file (ANSI and UNICODE) exported from any version of Outlook 2021 to below versions.

You will understand it more by knowing how it works:

Step-By-Step to Fix “PST File Too Large for Destination Folder” Error

  1. Download & run this professional software on your Windows operating system.
    tool
  2. Click on Add file or folders to add some PST files to this tool.
    add files
  3. Press on browse button to select the destination for saving the output file. After that, tap to the next button.
    destination
  4. Apply some filters like splitting it by size, date, year, sender, etc, in provided options.
    filters
  5. Click OK to confirm your process for the large Outlook data file.
    large Outlook data file

Preventive Methods to Avoid Oversizing of PST File

It’s important not to fix the errors each time they arise, but it’s better to prevent your Outlook PST file too large to open.

  • Instead of using a single large file, try to manage your data into smaller PST files.
  • Enable the AutoArchive feature so that your old data will automatically move to an archive folder.
  • Always clear the deleted or junk item folders.
  • Regularly see your PST file size by navigating to account settings.
  • To manage or save your storage capacity, try to clean all duplicate items by using an automated tool, which is SysTools Outlook Duplicate Remover.
  • Always take a backup before changing the settings to prevent the risk of data loss.

Conclusion

This issue Outlook PST file is too large to open, not only affecting performance but also raising the chance of risk of data loss & corruption. So, in this article, we’ve discovered how to solve Outlook data file too large for the destination system error using many effective methods like deleting, compacting files, and archiving the data with professional tools. If you want your result to be quick, reliable, and from a trusted source, then we’ve mentioned the automated tool designed by SysTools, which helps to manage the file easily and can avoid future problems.