The Safest Method to Compact Oversized PST Files in Outlook

Large PST file sizes are a common problem for Microsoft Outlook users. As emails, attachments, calendar entries, & contacts increase, Outlook's PST file becomes bulky. This slows Outlook's performance and can sometimes even corrupt the file.

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In this blog, we'll explain in detail how to manually reduce the size of a PST file in Outlook, as well as how to easily do it with a third-party tool.

What is a PST File?

A PST (Personal Storage Table) is a data file that Microsoft Outlook uses to store your emails, contacts, calendars, and other information.

In older versions of Outlook, the ANSI PST file limit was 2 GB, while newer Unicode PST files can reach up to 50 GB. However, exceeding 20–25 GB can also slow down Outlook's speed.

Disadvantages of a Large PST File Size

• Outlook may slow down
• Sending/opening emails is delayed
• PST files may become corrupted or inaccessible
• Backups and syncing take longer

Therefore, it's crucial to compact or reduce the PST file periodically.

Method 1: How to Reduce the Size of an Outlook PST File Manually

Microsoft Outlook has a built-in feature that allows you to compact a PST file. This process removes space left over from deleted or moved emails.

Step-by-Step Manual Process

Open Outlook
Launch the Outlook application on your system.

Click the File tab
Click the File tab in the top left corner.
Select Account Settings
File → Account Settings → Account Settings

Here, you'll see the Data Files tab.
Select PST File
Select the PST file you want to reduce in size.

Settings → Compact Now
Now, click “Settings” and then click the Compact Now button.

Wait for the process to complete.
This process will complete in a few minutes, and your PST file will be reduced in size.

Tip: Be sure to empty “Deleted Items” and “Junk Emails” before compacting.

Method 2: Reducing a Large PST File by Archiving

If the PST is very large, you can archive old emails and save them in a separate file.

• Steps to Archive Emails
• File → Info → Tools → Clean Up Old Items
• Select the “Archive this folder and all subfolders” option.
• Select the folder you want to archive.
• Set a date in “Archive items older than.”
• Enter a location for the archived PST and click “OK.”

This will remove old emails from your main PST file, significantly reducing its size.

Method 3: Reducing PST File Size with a Third-Party Tool (Easy Method)

Manual procedures can take a lot of time if your PST file is really large or Outlook hangs a lot. You might want to utilize a trustworthy third-party compression tool in these situations.

DataVare Outlook PST Compact Expert is a professional tool designed specifically for Outlook users to reduce the size of their large PST files. This tool compresses PST files while preserving all data, such as emails, attachments, calendars, and contacts. This software is compatible with all versions of Microsoft Outlook 2003, 2007, 2010, 2013, 2016, 2019, & 2021.

Key Features of Outlook PST Compact Expert

1. Reduce PST File Size without Data Loss

This software compresses your emails and attachments, but does not delete any data. All your information remains safe.

2. Multiple Compression Options

You can choose the compression method based on your needs:
Compress only attachments
Save attachments in a separate folder
Compress all emails and attachments together

3. Batch Mode Support

If you have multiple PST files, you can compact multiple files at once. This feature saves both time & effort.

4. Password-Protected PST Support

This tool also easily supports password-protected PST files. There are no errors or password invalidation issues.

5. No Outlook Installation Required

You don't need Outlook installed on your system to run this software. It is an independent software.

6. Simple to utilize Interface

Its interface is very simple and easy to use. Even users without technical knowledge can easily operate it.

How to Use PST Compact Expert (Step-by-Step Guide)

1. Install DataVare Outlook PST Compact Expert on your system.
2. Launch the software and click the “Add PST File(s)” button.
3. Select the PST file you want to compress.
4. Choose the compression mode (Compress or Remove Attachments, for example) that you choose.
5. Select the output folder (save location).
6. Click the “Compact Now” button.

The total size of your PST file will be reduced in just a few seconds.

Tip: After the process is complete, the software also displays a report containing the status details of each email.

At last,

• If your Outlook PST file has become large, you can manually reduce it using Outlook's Compact and Archive features.
• Still, using an outside PST compression program is better if you have problems having huge PST files.
• These tools allow you to reduce your PST file size in just a few clicks—without data loss and without wasted time.

Quick Tips

• Clear Deleted Items periodically
• Save attachments separately
• Enable Outlook AutoArchive
• Compact only after creating a backup

I hope this guide was helpful!

If you want to fast reduce the size of a PST file, you can simply follow the manual steps or use a third-party program.