Step-by-Step Guide to Shrink Oversized PST Files in Outlook
For Outlook users, a PST file is essential since it contains your contacts, calendars/tasks/emails/ and other critical information. But this file can get really big over time. Sometimes it grows to over 50GB, causing Outlook to slow down and display errors like "Cannot open PST file" or "Outlook data file has reached the maximum size." If you're experiencing this problem, this article will be helpful.
Here we'll explore
Why does a PST file grow large?
What problems arise when a PST file exceeds 50GB?
How to compress a PST file manually.
An easy way to safely compress a PST file with the best third-party tool.
Why does a PST file grow large?
The PST (Personal Storage Table) file stores all your Outlook emails and attachments. The file size grows with each new email & attachment. If you don't compress or remove older emails, the file size gradually exceeds the 50GB limit.
What happens when a PST file exceeds 50GB
Outlook performance slows down
The "Outlook Data File Has Reached the Maximum Size" error appears
New emails won't download
The possibility of file corruption increases
Sometimes Outlook won't open at all
Manual Process- Steps to Compress a PST File
You can manually compress a PST file using Outlook's built-in "Compact Now" feature. Use the procedures listed below to accomplish this:
Step 1: Start MS Outlook
Step 2: Click the “File” tab
Step 3: Go to “Account Settings” → “Data Files”
Step 4: Select the PST file that has to be reduced.
Step 5: Click “Settings” → “Compact Now”
Outlook will now scan the PST file and reduce its size by removing empty space.
Note:
This method is only effective if you have already deleted or archived some emails. This method might not be adequate if your PST file is 50GB or more.
Advanced Method: Use a Third-Party Outlook PST Compact Tool
Third-party programs like DataVare Outlook PST Compact Expert are an excellent option if you want to swiftly shrink the file size without losing your data.
These tools' salient features include:
- Compress large PST files without data loss
Option to extract attachments and save them separately
Compress password-protected PST files as well
No Outlook installation required
Facility to compress multiple PST files in a batch
Step-by-Step Process (Example with Outlook PST Compact Expert Tool):
Download & install the Software.
Select your large PST files from the "Add PST File" button.
Select the "Remove Attachments" or "Compress Only" option.
Select the destination path where you want to save the output file.
Click "Start Compression."
Your big PST file will be shrunk to a manageable size in a matter of minutes, & Outlook will operate more quickly.
Why Choose a Third-Party PST Compress Tool?
No data loss
Faster than the manual method
Simple, even for users who are not technical
Completely dependable and safe
Final comments
If your Outlook PST file is more than 50GB in size, don't discard it. A large PST file may expose your data to danger. If Outlook starts to hang after trying the Manual Compact Now technique or the file is too large, use a reliable outside PST Compress utility.
You can maintain the security of your Outlook data in addition to the speed and stability of your mailbox in this way.
