The most irritating part of any Outlook PST file is the size which matters a lot and there are many Outlook users who come across this problem. The oversize PST file may cause many serious hampers like data corruption and also it will damage your work to a large extent.
If users ignore this type of issues then it will hamper your work a lot and you will face problem after problem. You should solve out this problem as soon as possible so that you don’t face any more issues further otherwise your PST can get locked and with this problem, you will face issues in sending or receiving emails and other important work.
To overcome all such problems, it is seen quite instant that users prefer to curtail the size of PST files either by splitting them or by archiving. By doing this, it will decrease the size of the PST file by dividing it into multiple smaller parts. Although the solution seems soothing, it has many consequences as well.
- Multiple PST files get created within account
- Searching multiple PST files become complicated
- Managing multiple PST files become complicated
PST or personal storage table is a main database or storage area of MS Outlook data including emails, contact items, calendars, drafts, notes, tasks, journals etc.
Both the PST file and outlook data files (.ost) are in the Unicode format, and that’s why these all files become large. PST or OST file of Outlook 2010 and 2013 are larger than its previous versions like Outlook 2002, 2003, 2007 etc.
And once a PST file crosses their storage limit, then problems may appear and block the user from accessing mailbox folders and email messages.
Sometime, you will also receive different error messages from MS Outlook application:
Reported Error 0x00040820 – This type of error message generally appears when the user tries to send emails from a specific email account in Outlook 2010. This error message also appears when you try to synchronize mailboxes with an outlook data file.
Background Synchronization Errors – You will face this error message while syncing mailboxes from one Outlook version to another. This is because of the mismatched file size of the previous and the newer .PST file.
“The file abcd.pst has reached its maximum size. To reduce the amount of data in this file, select some items that you no longer need, then permanently delete them” – This error generally occurs whenever the PST file reached or crosses the maximum limit set in that particular version of MS Outlook.
File Access Error (“abcd.pst cannot be accessed – 0x80040116”) – You will face this error when the Outlook data file becomes damaged because of the large file issues.
Manual Solution to Minimize a PST File
After deleting the files from Outlook PST, the PST file size doesn’t minimize until you compact it. To compact a large PST file follows the below-given steps:
Here we will use Compact Now option
Open Outlook and right click on the Data File present on the right side of the window.
Choose Data File Properties from popup menu
A window will open that contains named like Outlook Today – [username @ domain name] Properties
Click on the General tab and below you can see Advanced button
Now, click on the Advanced button to open Outlook Data File Setting window
At last, click on the Compact Now button
Now, you will see that your Outlook PST file is showing its original size.
Automatic Way to Split a Large PST File
Instead of creating multiple smaller PST files in Outlook, you can try some other way by removing attachments from Microsoft Outlook. By doing this, you can extract all the attachment within every email of your PST files in Outlook.
Once you do all these, it cannot backup all the attachments data but also your PST file size gets lesser. The process to remove attachments from Outlook is not so complicated because there are many times that attachments are detached from any mail. You have to be alert when you select the solution to split Outlook PST file.
To remove the burden from extending PST file, you can take the help of some software which will help you to split the files. You can use PST Splitter software splits the PST files without causing any loss to the data.
For running this software, users don’t’ require any technical knowledge. The best thing about this application is that it helps to attain PST but it also avoids corruption after splitting or even before its occurrence and also provides guarantees of data security. There are many tools which are available in market and it helps to make users their PST more manageable by allowing them to split in different ways.
Steps to Split PST File
Step 1: Choose the PST file that you wish to split
Step 2: Select the desired ‘splitting option’ and provide the location where you want to save the file then click on ‘Split’
Step 3: The software is splitting selected PST file
Step 4: That’s all, splitting process is completed.