Quick Methods to Reduce PST File Size to Avoid Oversized PST Error

Nowadays, multiple email clients are used by users for communication purposes and email management. One of the most frequently used email clients used by users is Outlook. It is integrated with advanced features and functionality which makes it the best pick among the users.

Outlook stores data in PST file format. However, users face multiple issues when they are not able to manage large PST files. Sometimes, they also have to face data loss problems. Therefore, in this write-up, we are going to introduce multiple ways using which users can reduce PST file size in a hassle-free way without any data loss.

Factor Responsable for Large PST File

Two significant reasons are very much responsible for the large PST file and here in this section, we are going to discuss in the below section.

• The very first reason is an enormous number of attachments. Because attachments consume lots of space in your mailbox data.
• The second reason for large PST files is duplicate data items. Because duplicate data items consume the same amount of space as the original ones and this is the reason users face large PST files.

Issues Faced by the Users Due to Large PST Files

1. Data loss due to large PST file: When the data reaches to the allocated file size of the PST file then there are maximum chances of PST file corruption. If the PST files are corrupted then it can also lead to data loss issues.
2. Degradation in software performance: The speed and efficiency of the email client server is affected due to the large PST files.
3. Not able to sort data coherently:  The complete data is stored in one single PST file. Thus, the user is not able to sort the data according to the specific folder or year-wise.

Quick Methods to Reduce PST File Size to Avoid Oversized PST Error

Now, we know the reasons as well as the consequences of the large PST file. So, the question is how to reduce the size of the PST file in a minimal period. So to make things easy here in this section, we are going to introduce one of the amazing tool i.e. SysTools PST File Compress Tool.

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As we have seen attachments play a major role in oversized PST files and this tool does the same thing. The tool gives the option to compress and remove the attachments from PST. The tool also comes with various features such as File Size, File Type filters, date filters, and categories filters, and also the tool comes with the option to skip duplicate items too.

Now, after knowing about the tool let’s move towards the working of the tool.

Steps of Working

1. First, download and install the software on your system.

2. Once the download is over open the tool and click Add File(s) or Add Folder.

3. Choose the options for attachments.

4. After this choose the destination location.

5. Now, select the categories.

6. And after all the settings click on the Next button and once the task is completed click on the OK button.

Free Manual Methods to Reduce the Size of the PST File

In this section, we will discuss the free DIY methods to reduce the size of large PST files. So if you are seeking free methods, then follow the below instructions.

Method 1: Import and Export Technique to Reduce Size of Mailbox

1. First, in the Menu go to File > Account Settings > Select Account Setting
2. A dialog box will appear, here you have to select the Data Files tab > Add button
3. In the New Data File dialog box, select the Data File(.pst) and then click on the OK button to create a new PST file in the configured system
4. After that, the user can easily view the new PST file in the Data Files tab
5. Now, again go to File > Open > Import. The Import and Export Wizard will appear
6. Here, you have to select the Export option and then click on the Next button
7. Select Data File (.pst) and then click on the Next button
8. Now, in the Export the Data File dialog box, you have to select the desired folder item to Export. To select the subfolder, check the Include SubFolder option
9. Go to the location where a new PST file is created to save the Exported File data and then click on the Finish button.
10. You can also protect data by setting up a password. As per your need, you can set the password for the file or cancel it
11. Now, a new PST file is created which the user can easily view.

Method 2: Move Folder Technique to Reduce Size of PST File

Creating a local new folder and then moving data from the inbox to the newly created one will help to reduce PST file size efficiently. Follow below below-mentioned steps to manage large PST files.

1. Navigate to File > New > Data File
2. A dialog box will appear, here you have to select the PST file and then click on the OK button
3. Create Microsoft Personal Folder dialog box will appear. Insert the name of this new PST file
4. Now, select the one or more folders that you want to transfer to the new PST file
5. Go to Edit Menu > click Move to Folder option
6. A Move items dialog box will appear. Click on the New button
7. Create New Folder window will appear. After that, name the folder
8. Now, on Select where to place the folder option, select the new PST file > click on the OK button
9. Move the item of the new PST to the newly created folder and then click on the OK button

Method 3: Archive Technique to Reduce PST File Size

1. Firstly, Select the PST file that you want to move to the new PST file
2. Click on the File tab > select Archive
3. Now, a dialog box will appear, here you have to check Archive this folder and all subfolders option
4. After that, you have to select the folders from the list, which you want to move
5. The Archive items older than the option will appear. Now, select any data according to your requirements from the calendar
6. Browse the location to save a new PST file, name it and then click on the OK button

Conclusion

Outlook is an efficient and reliable email client. However, sometimes users have to face issues related to PST files. Large PST file leads to multiple issues which can also cause data loss problems. Therefore, it becomes important to divide PST files. Moreover, it becomes easy for the users to manage small data files. Thus, in the above section, we have explained some reliable methods using which the users can separate PST files hassle-free.