Outlook by default stores all its mailbox data into a single file that is “PST” file. It stands for Personal Storage Table. It is obvious that when the Outlook stores data in PST file the size of the PST will get bigger. User finds it difficult to deal with bigger PST File.
Outlook has set particular size of PST for different version, From Outlook 98 to 2002 the size limitation is 2 GB and from 2003 to 2016 it’s 20GB. Once you reach the PST file size limit, the performance of the Outlook slows down as a result Outlook hangs or freezes during launching. Or sometimes it gets corrupted. Below are some issues that found due to increased size of PST:
- Outlook PST file prone to corruption
- Slow Performance of MS Outlook
- Outlook hangs during launch or closing
- Fails to send or receive emails
The above issues are the most common problems confronted by the Outlook users. However, To avoid this type of error it is advised to manage the size of the PST file by splitting it into multiple smaller PST. Splitting the PST file into small PST creates multiple PSTs files which are easy to read, searched and along with this there is no risk of corruption. PST file corruption is undoubtedly a matter of deep concerns for Outlook users.
There are various methods available by which you can split the size of your PST file.
Built-in-Solutions:
MS Outlook offers built-in features which can be used for making the PST file small. There are three such features available with all Outlook version.
1. Archive PST File
2. Move to Folders
3. Import and Export
Here I’ll discuss two most used features of Outlook that is Archive PST and Move to Folders
Method 1: Archive PST File
1. Open MS Outlook on your Machine and then open the Archive
· Click on File>>Cleanup Tools>> Archive (For Outlook 2013, 2010)
· Click File>> Archive (For Outlook 2007 and earlier version)
2. When Archive dialog box open, check the option “Archive this Folders and Subfolders”
3. If you want you can use the option “Archive option older than” by setup the particular date.
Note: Don’t forget to check the option “Do not Auto Archive”.
4. Browse the desired location for saving the new PST file and then click OK to start the Archiving process.
Method 2: Move to Folders
1. Open MS Outlook and then click on File>> New>>Outlook Data File
2. Select Office Outlook Personal Folder from ‘New Outlook Data File ’ dialog Box and click Ok
3. Another dialog box open Create Microsoft Personal folder, so give the desired name to new PST file and click Ok
4. Now select the folder which you want to move to newly created PST file
5. Choose Edit and then click on the Move to Folder option and the click on Move item and then click on New
6. In Create New Folder dialog box give a name to it and select the option ‘Select where to place Folder’.’ Click Ok
7. In ‘Move item’ dialog box check that new folder in new PST file is selected and then click Ok
Pros and Cons of Manual Method:
Pros:
1. This is free way to reduce size of your PST file
2. Technical user can apply this method easily
Cons:
1. Risk of data loss during.
2. Not ideal for Non-technical users
3. Time Limitation
Tips:
If you want your Outlook to run smoothly and function well then you should avoid large PST file. Because Over-sized PST file is easily prone to corruption or damage.
To sum it up:
All the above two methods described above are effective but did not gives the satisfactory result. As it is good for low amount of data. In this case user can use the third party tool like Stellar Phoenix Outlook PST Repair. This software has its demo version to examine the software. Using a third party tool will save your time and provides the different ways of splitting PST file.
Reference:
http://www.stellaroutlooktools.com/blog/advantages-of-splitting-pst-file/
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