How to Compress Large Outlook PST Files without Losing Emails
When using Microsoft Outlook, your PST (Personal Storage Table) file can sometimes become too large. The biggest drawback of a large PST file is that Outlook can slow down, crash, or sometimes even cause data corruption. Compacting or compressing the PST file becomes essential. In this blog, we'll show you how to reduce the size of a PST file, both manually and through third-party tools.
Why does a PST file grow large?
There are several reasons why a PST file can grow in size:
- A large collection of emails, old emails, and attachments.
- Junk and spam emails that have never been deleted.
- Data that constantly accumulates in the Sent Items and Deleted Items folders.
- Corporate data, large attachments, and reports.
As the PST file grows, Outlook performance slows down, and sometimes the file can become corrupted.
Compact a PST File Manually
Manually compacting a PST file in Outlook is very easy. The step-by-step process is given below:
Step 1: Open Outlook
First, open Microsoft Outlook and log in to the profile that contains the PST file.
Step 2: Open the Data File Manager
Click the File menu.
Go to Account Settings → Account Settings.
Click the Data Files tab.
Select the PST file you want to compact and click Settings.
Step 3: Select the Compact Now option.
Go to the Advanced tab.
Click the Compact Now button in the Outlook Data File Settings.
Outlook will begin compacting the PST file. This process may take some time, depending on the file size.
Step 4: After the process is complete
Once compacted, the PST file will be reduced in size. Outlook will now run faster and free up storage space.
Tip: Always back up your PST file before compacting it.
Reducing a PST File with a Third-Party Tool Manual methods are effective, but they can sometimes be slow for large PST files. Third-party tools can be helpful in these situations.
DataVare Outlook PST Compact Expert is a specialized third-party tool that helps compact and reduce the size of Outlook PST files. This tool not only reduces the size of the PST file but also ensures the security of your data.
Key Features:
- Supports all PST file types: ANSI and Unicode PST files.
- Data Safety: Emails, attachments, contacts, and calendars are protected.
- Speed and Efficiency: Even large PST files are compacted in minutes.
- User-Friendly Interface: Easy to use even without technical knowledge.
- Multi-Output Support: You can store data in a new PST file as needed.
How to Use Outlook PST Compact Expert?
This tool is extremely simple and can compact a PST file in just a few steps:
Step 1: Install the Software
Download PST Compact Expert from the DataVare official website and install it on your computer.
Step 2: Add the PST File
Open the software and select the PST file you want to compact.
Step 3: Select the Compact option
Click the “Compact PST File” or “Reduce PST Size” button.
Step 4: Start the process
The software will begin reducing the size of the PST file. The time it takes to complete the process depends on the size of the file.
Step 5: View the Results
After the process is complete, you will notice that the PST file size has been reduced and Outlook is now running faster & smoother.
Conclusion
Even though an Outlook PST file may grow in size over time, it needs to be compressed for Outlook to work effectively. While doing this manually is feasible, if the PST file is too big, using third-party solutions is safer and faster.
That’s a super helpful guide! Managing PST file size in Outlook can be tricky, especially when the mailbox fills up quickly with years of emails and attachments. I appreciate the step-by-step instructions. Out of curiosity, does compacting PST files regularly help prevent performance issues, or is it more for storage management? After sorting my files, I usually take a break and play Run 3 to refresh my mind.