Summary: This tutorial guide will provide the multiple options for splitting PST file along with the reasons why user needs to split their PST file.
Outlook is the most common emailing platform used by the home users as well as various organizations. Outlook stores all its information like email, contacts, calendar entries tasks etc. into a personal folder i.e. PST File (Personal Storage Table). Outlook 2002 and its earlier version (ANSI) has 2GB file size limit. But in case of UNICODE PST (2003, 2007 has support for 20 GB, while in case of 2010, 2013 and 2016 it has 50 GB size limit. Due to regular use of Outlook, the size of the PST exceeds the allocated size and that cause the corruption in PST and need to split. So in this blog, I will discuss the methods to split PST file.
Reasons to Split PST file:
1. If Outlook PST file grows large then there will be the possibility that your PST file prone to corruption.
2. Due to large PST file, the performance of Outlook Slows down
3. If users split their PST file then it becomes easier to manage it
Methods to make PST file smaller:
Outlook Built-in Solutions
If you are using Outlook from a long time then you must be aware by the fact that there is no direct method available to split PST file. However, Outlook has three different inbuilt features that help users to make PST file small.
1. Using Archive feature
2. Using Import and Export Function
3. Using Move to Folder feature
Let discuss all methods in details:
1. Using Archive Feature:
The Archive feature of Outlook helps users to create an archive pst file of a particular folder and its subfolder at user defined location.
a. Launch MS Outlook
b. Select the PST File to move its items to new PST file
c. Click on File tab> Info and then select Clean Up Tools option
d. Next Click on the Archive from the drop down
e. A dialog box appears “Archive Folder and Sub Folders”, so verify that it is marked or not. If not then check the box
f. Choose the mailbox folder you want to move, Select the date from the option ‘ Archive items older than’
g. Choose the name and location of PST file by clicking on Browse button and click Ok
h. You can check the newly created file on the desired location
2. Import and Export Feature of Outlook
By using the Import and Export feature of Outlook user can move their PST file.
a. Open MS Outlook on your system
b. Click on File then click on Account Settings, from the dropdown again click on Account Settings
c. A new window will pop up, select the data file tab and then select Add option provided there.
d. Next Select ‘Create or open Outlook Data File’ from the pop windows
e. Click on the ‘Ok’ and close the button, Now Click on File Tab again and then click on Open & Export option
f. Now select Import/Export, Select the option ‘ Export to a file’ from Import and Export Wizard and hit the Next button
g. Select the PST file and click Next
h. Select the folder from where you want to move data and click Next ( You can use the Filter option)
i. Provide a specific location to save the exported PST by selecting the Browse Button ( Select any of the options provided there to deal with duplicate items)
j. Click on the Finish button to complete the process
3. By using ‘to Folder’ feature of Outlook Move
This feature of Outlook reduces the size of PST file by moving some emails/items to an empty folder. To proceed Follow the below steps:
a. First of all open Outlook on your system.
b. Now click on the New Items> More items> Outlook Data File
c. A new windows Appear name ‘Create or Open Outlook Data File', provide the name and click Ok
d. Newly Created Outlook data file will be listed in your Outlook, Now Select the mailbox folder to move the items
e. Next click on the Move tab > Copy to Folder
f. Select the newly created Data File and then click Ok
(The total time in the whole process depends on the size of mailbox you have selected)
Pros:
1. This is free of cost
2. Easy for Technical Experts
Cons:
1. It is a time-consuming method
2. Difficult for non-technical user
Alternative Solution:
All the above-discussed options for splitting PST file i.e. Archive, Import and Export and Move to folder feature is quite useful for Outlook users and is used to move data to reduce the size of PST File. To make use of the manual method one should have good technicalities skill otherwise it will seem difficult to perform. For such cases, User-friendly software should be used for the ease of customers. As per the experts and professional reviews, I would like to suggest you Stellar PST File Splitter. This tool offers free trial version by which user can check the efficiency of the software.
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