How to Compress Outlook Data File? Learn Here
Are you in a hurry to know how to Compress Outlook data files? Then, this is the right place for you to compact all the Outlook data files using two methods. Which are manual & automated methods that help you simply and easily.
MS Outlook is the best assistant when it comes to handling communication, making notes, and keeping track of the schedule in the calendar. The more active you are using it the more files it stores. Therefore, the issues of how to compress data files will be easier or later brought up.
MS Outlook generates an Outlook data file to keep all their emails, calendar entries, contacts, tasks, appointments, notes, as well attachments. The more emails users will send and receive, the larger your Outlook mailbox will grow. And one day, the mailbox will read its maximum size. Few Outlook users aren’t aware of the actual issues which usually occur because of large mailbox sizes.
A large PST file takes up a significant amount of space on the computer’s hard drive. Sometimes users may require to buy an additional hard drive to keep a large number of PST files.
An oversized PST file can cause serious performance problems in the MS Outlook application.
The most horrible impression is corruption which may occur when a PST file spreads or crosses the supreme size limit. In such a situation, users must repair PST files to save their vital mailbox from being lost.
Now, let us start the article with more information about manual & automated methods which help users to make their tasks easy.
With uninterrupted incoming and outgoing email messages, the PST file size slowly increases over time.
PST File Size Limitation
Are users aware of the PST file size limit? MS Outlook saves the MS Outlook data file .pst in two different formats: ANSI and Unicode. The ANSI PST file generated by Outlook 2002 and earlier editions, can keep the mailbox data up to 2 GB. On the other hand, the Unicode PST file is generated by Microsoft Outlook 2003 and later editions including the latest 2016. It has the supreme size limitation of 20 GB to 50 GB. Remember, a PST file can only keep the mailbox data up to its maximum size limit. Check the PST file never crosses its size limit. Even it would never reach close to it. Because whenever it happens, users are likely to face severe difficulties.
When users try to open or load an oversized PST file, user may encounter an error message like this:
- PST cannot be accessed – 0x80040116.
- Errors have been detected in the file xxxx.pst. Leave all mail-enabled applications, and then use the Inbox Repair Tool.
- The file could not be added to the folder. The action could not be completed.
- Task MS exchange server – Receiving’ reported error (0x8004060C): ‘Unknown error 0x8004060C’
- The file xxxx.pst has reached its maximum size. To reduce the amount of data in the file, choose some items that users no longer require, then permanently delete them by pressing the shift + Delete button.
How to Manage Large-Sized PST File?
Normally, MS Outlook users resolve the issue of an oversized PST file by deleting some unwanted email data. Remember, whatever users delete goes to the deleted items folder. It feature is extremely helpful when users delete anything by accident. Users can recover almost everything whatever users delete from the deleted items. But if users want to delete the email items permanently, users must empty the deleted data folder. But even that doesn’t assist users here.
Although the deleted items are no longer visible in the PST file, they are taking the same amount of space that they were taking previously. It’s commonly known as white space or space in an MS Outlook data file. As an outcome, the PST file size remains the same as it was earlier. And unused space can go into an important share of the total size of the PST file eventually. adv.
Reasons Behind Compact Outlook Data File
There are many reasons behind compressing all the Outlook Data files. Some of them are listed below:-
- It is necessary to compact a file to its size. With the continuous incoming and outgoing emails, the size of the Outlook file gradually increases over time. As a result, Outlook begins to hand and not respond, which can degrade its performance.
- Therefore, large files also cause performance issues because if the file size reaches its maximum, it can damage the file, and you may lose your entire data.
Method 1: Compressing Outlook Data File Manually
For compacting Outlook data files using manual methods, here we are going to explain the easiest and most secure methods to compress files in all the Outlook versions.
Let’s go through the manual methods for compaction, step by step:
“Compact Now” Method to Compress Outlook Data File
- Download and run MS Outlook on your local device.
- Now, navigate to the File Tab
- Choose Info>>Account Settings>>again Account Settings
- Then, select “Data Files” & choose “Settings”
- After that click on the “Compact Now” option on a popup window
- Finally, click on OK & Exit.
By using the manual method users face issues and cannot compress multiple Outlook data files at once. But don’t need to worry here we come up with an automated solution that is easy and simple for all types of users. Let us take a look at the same in the below section.
Method 2: Compress Multiple Outlook Data Files Using Instant Solution
It provides a wide range of email management tools, including Compress & Compact. If you want to compress the size of your files by removing all the extra and unread space from the files. Then, you can try the Outlook PST File Compress Tool. It is an efficient 100% reliable and secure utility to compact and compress Outlook files. You can easily compact Outlook data files through this software hassle-free way.
This automated software is suitable for both the user’s technical and non-technical. And, it is a safe and secure application, compressing Outlook data files with no alteration or modifications to the Original file’s data.
This is how automated software works and lets us move towards its working steps.
Working Steps to Compacting Outlook Data File
Following are the working steps to compress multiple Outlook data files without facing any trouble. Go step by step to perform this task using automated software:-
1. Launch and run the software on your Windows machine and “Add Outlook Data File”.
2. Now, choose the compress option as per your requirements.
3. Select the categories like Mail, Calendar, Task, Contacts, and Journals.
4. Finally, click on the Next button to start the process of data file compression, and at last click on the OK button.
So, this is how we have completed the task of compressing Outlook data files using the tool. We just suggest you try an automated software which safe and secures all Outlook data files. Now, you can easily choose which is better for you to compact your Outlook data files.
Also Read: How to Split Large PST File in Outlook 2021, 2019, 2016, 2013, 2010?
Author Suggestion
In this blog, we have discussed how to compress Outlook Data files using the software. Here we explained two methods to perform this task without facing any errors. The manual method can only compact a single Outlook data file and consumes a lot of user time and effort.
On the other hand, an automated solution that is easy and simple and compresses multiple Outlook data files. Using automated software users can compress any size and any type of Outlook files without the installation of any other application. So, choose as per your needs!