Summary: Are you looking for ways to compact large PST files? If so, Please read this article. We will reveal the best way to reduce PST file sizes. We also explain why you should do it.
Overview
Outlook data files are an offline copy of your Outlook email. These files synch information with the MS Exchange server. As your Outlook mailbox grows in size.
Sometimes the file size of data files can exceed a certain limit and cause problems. Outlook may throw you various error messages. It can also slow down the performance of MS Outlook applications.
There are many ways to compact large Outlook data files. Before we get to the methods, let’s take a look at some reasons why Outlook PST files should be compressed.
Reasons to Compact Large PST Files
Many ways to compact Outlook PST files are beneficial. An additional reason to reduce Outlook PST file is the possibility of receiving various error messages from an overly large Outlook data file. We will be highlighting some of the most important reasons.
- The Outlook application will not run as fast if the PST file is too big. Sometimes, the Outlook application can even freeze.
- A large PST file takes up too much space in your computer. It is therefore imperative that you reduce the Outlook PST file’s size.
- The chances of Outlook PST files getting corrupted are high when they get close to their maximum size limit. You will also lose all your data if the file is corrupted.
These are the top reasons Outlook PST files should be compacted. It is now time to find out how to reduce Outlook PST file size.
How can I compact large Outlook PST files?
You have many options to compress large PST files. These are DIY solutions that require you to take manual steps to compact file size. You can also opt for a better and more efficient alternative to these manual steps. We will first show you how to manually compact PST files.
#1. Use Compact Now Option
- Open the MS Outlook app in your system.
- Take out all unnecessary items and delete them permanently
- To navigate through the items quickly, enable Folder view-icon.
- Right-click the Deleted Item folder to select the Empty File option.
- Next, click the File link and select the Account Setting option.
- Switch to the Data Files tab in the Account Setting wizard.
- Click on the Settings button and select the Outlook data file you wish to use.
- To reduce your Outlook PST file, click on the compact Now button.
#2. Archive Outlook Mailboxes
- Start the MS Outlook app in your system.
- Click the Save button to select Info tab.
- Now Click on Tools button and then click on the Email box Cleanup link.
- Select the Cleanup Tool option, then click the Automatic Archive option.
- Next, locate and click the OK link.
#3. Take Backup of all Emails Individually
- Save the Outlook email you wish to open.
- Click on the Format button, then click the Save as.
- To the Outlook email, define the destination location.
- Next, choose the Outlook message format -Unicode from the Save as Type box.
- Finally, click the OK to save your email.
- You can now delete all saved emails from Outlook. This will compact the Outlook data file’s size.
These techniques require technical knowledge to compact large PST files. These techniques may not be efficient in reducing the PST file size. Users may find these methods difficult due to their limitations.
Related Blog: How to View or Access Archived Emails in MS Outlook
Why are manual solutions unreliable?
Manual techniques are not reliable because of a variety of drawbacks. These are some of the most common problems with these methods.
- To efficiently complete the steps, you will need technical expertise.
- There are high chances of data corruption or loss.
- This is not the right solution if you need a quick and efficient solution.
- It is time-consuming and difficult to do.
You might now be wondering, “What is the best way to compact large PST files?”
Professional Tool to Compact Large PST Files
SoftMagnat PST Compress Tool provides the best way to reduce PST files. It also prevents issues that can be caused by large PST files. This professional utility allows you to compact PST files without Outlook in just a few steps. Sometimes, compressing Outlook PST files can cause problems. The best solution in such situations is to split Outlook PST documents using the PST File Splitter.
Conclusion
Outlook problems can arise from large-sized PST files. It is best to limit the file size. Manual methods can be used, but this will require MS Outlook. SoftMagnat PST Compress tool is an alternative method to compress large PST files.