How to Manage Large PST Files? Top 5 Techniques
Large PST files are a common issue in Outlook that cause multiple issues such as slow performance, synchronization issues, Outlook crashes, data corruption, and problems opening or accessing emails.
We can decrease the size by removing unwanted attachments and emails, emptying deleted items from Trash and Spam folders, archiving old emails, compact file, and dividing large files without deleting any data.
Outlook PST file can store limited data according to Outlook version such as:
This write-up explains causes of large PST files, common symptoms and errors, and practical techniques to manage large PST files without affecting original data.
Common Outlook Large PST File Problems
Users may start facing multiple issues due to large PST file size such as:
- Outlook may become slow and unresponsive.
- Outlook starts freezing and crashing often.
- If file reaches the maximum size, then Outlook may fail to open it.
- Users will face size errors again and again in Outlook.
- Also, users can’t use built-in functions such as Search option.
- PST file corruption is major issue with large data files.
So, if your file is still healthy, we will find a suitable technique before it becomes damaged.
How to Check Outlook PST File Size?
First, we will check Outlook PST file whether it is reached its maximum size or error are appearing due to other issues.
Check from Windows
- Close your Outlook completely.
- Locate your large PST file.
- Right click and choose Properties.
- Check the file size.
OR
Check from Outlook
- Open Outlook.
- Right-click on mailbox or PST folder.
- Choose “Data File Properties”.
- Open “Folder Size”.
- Review the size of your mailbox and content.
How to Fix Outlook Large PST File Problems?
There is no single solution for every large PST problem. Best technique depends on whether file is oversized, contains unnecessary data, or is already corrupted. We have described all methods from simple to advanced.
Method 1: Delete Unnecessary Emails and Attachments
- Open your Outlook.
- Head to the Inbox and required folder.
- Click on the Search box.
- Now enter: size:>10 MB
- Now Outlook will display emails larger than 10 MB.
- Select all unwanted emails and delete them
- Same for Attachments: hasattachments:yes
Method 2: Empty Trash or Spam Folder
After deleting your emails and attachments, head to the Trash folder to delete data permanently. After normal deletion Trash folder holds deleted data for next 14 to 30 days.
Also, empty Spam folder, which only contains promotional emails.
Method 3: Archive Emails Locally
First, we will archive manually, and then we will set AutoArchive option, so it will archive your old emails automatically.
- Choose “File” >> “Info” in Outlook.
- Choose “Tools” >> “Cleanup Tools” option.
- Select “Archive” >> “Archive this folder and all subfolders”
- Select any folder that you want to archive.
- Next, choose a date under “Archive Items Older Than”
- Select a location and give a name.
- Choose “OK” button to start process.
Start AutoArchive Option
- Head to the “File” >> “Options” >> “Advanced” option in Outlook.
- Select the “Advanced” option.
- Choose “AutoArchive Settings” under “AutoArchive”.
- Enable “Run AutoArchive every” and choose how frequently it should run.
- Select date range for how old your emails should be.
- Select the location to save archived file.
- And finally, click on the “OK” button to save settings.
Method 4: Compact Outlook Data File
- Open Outlook.
- Go to the “File” tab >> “Account Settings” >> “Account Settings” options.
- Select the “Data Files” tab.
- Select the PST file.
- Click “Settings”.
- Select “Compact Now”
Method 5: Split Large PST File into Smaller Parts (Safest Technique)
If your Outlook is unable to load data due to size issue, and don’t want to delete any data then users can use FreeViewer PST Splitter Tool. This software allows users to divide large files into smaller files by size, date, year, folder, email ID, category, subject, etc. It supports all types of PST files exported from any Outlook version 2021, 2019, 2016, 2013, 2010 and older versions. Also, you can protect your output data file with password protection.
Install the demo version to resolve Outlook large PST file problems for free.
How to Prevent Outlook PST File Problems? Tool’s Steps
- Download it properly and upload your large data file.
- Locate your file on the system and choose “OK” button.
- Use “Browse” button to select saving location and use “Next” button.
- Select “Split By” option according to your requirement.
- Select the “Next” button to continue process.
- Apply password to lock this file and select Split button to start process.
Why Only This Software?
Users will get multiple automated solutions in market to divide large data files, but here are some features that makes suggested software different from others.
- This software provides UNICODE PST as output data file, so users can access it on all new Outlook versions.
- It divides your large file without deleting any data and keeps your original file data safe.
- This software can handle files from 1 MB to 1 TB.
- Also, it maintains original data and components of emails, contacts, calendars, notes, journals etc.
- This software is capable of splitting multiple PST files in bulk at once without repeating same process again and again.
Final Comment
Outlook large PST file problems are a common issue with Outlook users, and it causes multiple issues. We can manage large PST files by deleting unwanted data, emptying Trash and Spam folders, compacting large files, and archiving old emails. And if your Outlook can’t load emails or you don’t want to delete any items, then you should go with automated solution. It helps to divide large files into smaller files without affecting original files. It comes with amazing features and free demo version. You can connect with us through live chat support for any help.