How to Reduce PST File Size Without Outlook or With Outlook
Nowadays, many users are trying to reduce PST file size as they are facing errors like an Outlook mailbox full or the PST file size not reducing even after deleting emails. So, in this article, we’ll discuss how we can make our data file size smaller using Outlook and without Outlook, which can further enhance Outlook’s performance.
Many email clients, such as Microsoft Outlook, are most widely used for professional communication and other management purposes. It saves all of its data, like emails, contacts, calendars, tasks, and other items, into the PST data file. Over time, its size keeps increasing, which should be managed; otherwise performance of Outlook tends to slow down or might increase the corruption risk.
Why Do PST Files Become Larger?
Before knowing the solution of how to reduce PST file size, it’s necessary to understand the causes:
- Oversized attachments or many older emails which are stored might pile up the file.
- If you haven’t archived your old data, then it might bloat your PST file.
- Even after deleting the emails, your data is still in the deleted items folder, which makes your file large.
- Caches or cookies also take up unwanted storage.
- Multiple redundant imports, backups, or syncing issues led to duplicate items which occupy much space.
Common Reasons Why PST File Size Not Reducing
Most of the users state that their files are not reduced even after deleting emails or attachments.
- If the PST data file has exceeded the default limit, then it might not be able to shrink the file. (20 GB in older versions and 50 GB in the latest version).
- Even after deleting the duplicate emails, they are consuming some space in Outlook.
- If you’re normally deleting the files, then it fails to reduce PST file size as compared to an automated software.
- If the PST files get corrupted, then it can lead to data loss, but not directly help in reducing PST size.
Instant Method to Reduce PST File Size Without Outlook
Some of the users want their results to be effective quickly and secure, where manual methods fail to do so. We recommend using the SysTools PST Compress tool, which is a reliable and trusted software for managing oversized data files.
This tool gives options to compress and delete the attachments from the PST. It offers many filters like file size, file type, date and categories, etc. and many other proactive features.
Understand how it works by following the step-by-step guide.
Complete Step Guide to Reduce Outlook PST File Size
- Firstly, download and install the software on your system.
- Click Add File or Folder to upload your desired data file to reduce its size.
- Choose the Options for attachments.
- After this, choose the destination path to save the output file.
- In Select Item Types, choose the categories like emails, tasks, calendar, etc.
- Click on Next button, and once the task is completed, press on OK button.
Comprehensive Benefits of this Proactive Tool
- It reduce PST file size without Outlook as it’s a standalone tool which works independently.
- Effectively compact the attachments and store them separately.
- Preserve the data integrity of emails, contacts, and other items.
- Supports batch processing, which easily processes multiple files at once.
If you’re such tools, then you’ve already fixed the “PST file size not reducing” errors. It ensures accuracy, security, reliability, and automation during the process.
But some users don’t want these technical tools, and only want a free or manually handled tool. Never mind, we’ve explained some methods which help users reduce large PST file size. Here are some free methods given below.
Method 1: Archive Technique to Reduce Outlook PST File Size
This method is the solution to how do i reduce the size of my PST file without deleting necessary emails.
Steps:
- Open Outlook.
- Choose the PST file that you want to move to a new folder.
- Click on File Tab > Archive.
- Press the Archive This Folder and All Subfolders Option in a dialog box.
- After that, you have to select the folders from the list which you want to move.
- The Archive items older than the option will appear. Now, select any data according to your requirements from the calendar.
- Browse the location to save a new PST file, name it and then click OK button.
Method 2: Use Compact Now Feature
You are required to shrink the size of the file by using the built-in compact now feature. It helps to compress the file and organise the structure again.
Steps:
- Press Info > Account Settings > Account Settings.
- Choose your Data File and tap on Settings.
- Select the Compact Now button.
Limitations of these Manual Methods
The above steps will definitely help you, but they can’t directly solve your problem. User remains facing issue of reduce PST file size because:
- They are a very tedious or time-consuming compaction process.
- High risk of accidental deletion of data.
- Restricts the shrinking process when the file is corrupted.
- Also, the archiving method only splits the data but does not reduce the size effectively.
And this is where the aforementioned professional tool helps us. Try to choose the best alternative only.
Read also: How to Reduce Mailbox Size in Outlook?
Best Practices to Avoid Oversized PST Issues
You keep these factors in your mind to prevent errors and enhance Outlook performance smoothly:
- You can store your old data in an archive folder separately to prevent the bloating problem.
- Habitually compact your PST files every month.
- Remove duplicate emails in Outlook, especially emails with attachments, as they take up most of the space.
- You can save your important attachments in your local system, instead of storing them in a PST data file.
- Instead of opting for manual methods, it’s suggested to use the professional software mentioned above.
Conclusion
In this article, we’ve discussed and learned how managing the large PST files is necessary for efficient performance of Outlook, where manual methods may not always solve your problem. So, to save time or ensure security or reliability, all solutions are mentioned above. By using them, you can reduce Outlook PST file size without Outlook and without risk of data loss.
FAQs on error “Reduce PST File Size”
Q.1 How Do I Reduce the Size of My PST File?
A. You can archive old data, remove large attachments, delete unwanted emails and use the built-in Outlook compact now feature. But for faster and reliable results, we recommend using the automated tools mentioned above.
Q.2 How to Reduce Outlook PST File Size Without Outlook?
A. We suggest that you use the best alternative software, whether it’s of compression tool or a PST Split tool. These dedicated software can easily shrink or divide the files without requiring Outlook.
Q.3 Why is My PST File Size Not Reducing After Deleting Emails?
A. After deleting emails, these emails are stored in the deleted items folder, which doesn’t reduce PST size. Until it’s cleared, which helps to prevent overloading of emails.