Overview If you use Outlook, you may have come across the “Outlook data file has exceeded the maximum size” issue. This problem is common for large mailbox sizes. This blog will provide a detailed look at the problem and ways to solve it. Stay with us.
Microsoft Outlook makes an offline copy of your mailbox, which is known as Outlook data file. These data files are updated whenever you receive new email or send an email. Outlook offline files grow slowly because of this.
PST files, like all other file types, have a limit on their size. It will display error messages and create problems if you exceed the limit.
What is Outlook Data File Maximum Size?
Outlook PST and OST files created with new versions of Outlook can only store 50 GB. It was previously capable of holding up to 20GB of data. Outlook will not function properly if this limit is exceeded.
Let’s see what happens when Outlook data files reach their maximum size.
Related Post: How to Import or Transfer Outlook Emails to Gmail
What happens when Outlook reaches its maximum size?
Outlook will increase the size of its Outlook data file when it reaches its maximum size limit. Outlook can experience many problems when a large data file is created. The following are some of the most common issues that large-sized PST files can cause:
- It slows down Outlook. Sometimes it can even freeze the screen. It would prevent you from performing any operation within the tool.
- Outlook will stop storing additional emails after it reaches its maximum size.
- Many Outlook errors are caused by large OST/PST files. You might encounter an error message related to an Outlook data file.
- Because the file has exceeded its maximum limit, it becomes difficult to share.
- Large-sized PST files cannot be synchronized with the MS Exchange server.
These are the issues with large-sized PST file. There are many reasons to reduce your PST file size. We will now discuss how to reduce the size of your PST files.
How do you deal with the Outlook data file exceeding its maximum size?
Outlook issues are created when the mailbox size exceeds the limit. You can choose any method that suits your needs. You have two options to solve the problem: compress the data file or break it into smaller files. Let’s take a look at each of these options one by one.
#1. Compact your Outlook Data File
MS Outlook offers several options to compact PST files. This reduces Outlook files’ size to a manageable level and resolves the Outlook data file size problem.
Use the Compact Now feature
- Launch MS Outlook first.
- All unnecessary mail items should be deleted
- After that, enable Folder list view on the mailbox items.
- Right-click the Deleted Item folder to select the Empty File option.
- Click on the button to open the Info Tab.
- Click the Account Setting icon, then choose the Account Setting option.
- Switch to the Data Files tab in the Account Setting wizard.
- Next, select the data file you want and click the Settings link.
- Click on the compact Now button in the wizard.
Archiving Outlook Mailbox
- Start MS Outlook, and then click on the Save button.
- Select the Info tab, then click on the Tool icon.
- Next, choose the Email box Cleanup option.
- Select the Cleanup Tool option, and then press the Automatic Archive button.
- Next, enter the Outlook data file you wish to use and hit OK.
#2. Split Outlook PST files into many small PST files
Splitting the Outlook PST data file into smaller files is another way to reduce its size. This is an excellent solution if you don’t want all your mail in one file. You can now divide your Outlook data file using different methods. Let’s check them all.
#1.Move Some Mailboxes to New PST File
- Open the MS Outlook app in your system.
- To expand the options, click on the New Products option.
- Select the Additional Items option, then select Outlook Files.
- Next, give the file a name and click the OK button.
- Select the email you wish to transfer to the new Outlook data folder.
- Right-click them. Select Move >> Copy To Folder.
- Select the destination from the Copy/Item dialog box and then press OK.
These methods are both cost-effective and efficient. You can fix the Outlook data file exceeded its maximum size issue by following the steps.
Use Professional Solution if Manual Methods Do Not Work
Although the manual methods can be effective, they are not appropriate for beginners or non-technical users. These steps are complex and require technical knowledge to complete. These methods often fail to deliver the desired results.
What should you do if your mailbox reaches its maximum size limit.
SoftMagnat PST Compress Tool can be used to reduce Outlook PST file size. Because of its simple-to-use functions, it is ideal for users who are not technical. It’s a quick and efficient tool that reduces Outlook PST files without affecting Outlook file integrity.
Compact Outlook File Doesn’t Work?
The Outlook file size can be reduced up to a limit by compressing it. This approach can also be problematic if you are trying to compress large files. The Outlook PST Splitter Tool is the best option. This tool allows you to split Outlook PST files into smaller files without affecting the file content.
In A Nutshell!
Outlook’s maximum file size has been reached is one of the most frequent Outlook errors. This issue can be fixed by compressing the file and splitting the PST. Manual methods can be quite complex. You should choose a third-party professional application.