According to the Microsoft survey, around 60M peoples using Outlook application. But 10% of this users has less idea about how to manage PST files in Microsoft Outlook. Then it will leads to the issues like oversized PST files, small sized files etc. The article is all about how to overcome these limitations by merging and splitting Outlook PST files in an efficient way.
PST is the abbreviation of Personal Storage Table file. The Microsoft Outlook allows you to save your valuable data items in PST file format if working online. It can contains emails, calendars, contacts, tasks, etc.
How to Manage PST Files in Microsoft Outlook?
The managing of personal storage table file in Microsoft Outlook would be easier. To manage Outlook PST files you can do many things, some of them the is listed below:
1. Locate the PST file.
2. Create PST file
3. Create backup of PST file.
4. Manage PST file by size.
1. Locate PST File
Knowing the location of .pst file is an important step in case of the query how to manage PST files in Microsoft Outlook. To find out the location, you want to follow the steps that are given below:
Step 1: Go to the option Account Setting--> Data Files--> Open in Folder.
Note: In case of MS Outlook 2010 and new versions, find Account settings from the File menu. In case of Outlook 2007 and earlier versions, find the Account settings in Tools.
MS Outlook 2007 & 2010:
MS Outlook 2013 & 2016:
2. How to Create PST File
When you open MS Outlook for the first time, the necessary data files like PST and OST are automatically created. It will basically comes when you need to archive your old PST files.
In Outlook 2016, 2013, 2010, please follow the steps that are given below:
Step 1: select the option New Items--> More Items--> Outlook data file--> File name.
Step 2: If you want password then you can select Add optional password
Step 3: Select OK button and type password in both Password and Verify Password options. And then click OK.
3. How to backup PST File
If you created the backup, then you can use that to restore your Outlook data if the main or original file is damaged. It is one of the method to manage PST files in Microsoft Outlook.
Step 1: Click on File--> Open & Export-->Import/Export.
Step 2: Choose the option Export to a file and then click Outlook Data File (.pst)--> Next.
Step 3: Select the option emails or files to export to the backup folder and then click Next.
Step 4: Click on Browse Folder option to save the exporting files in Outlook Data file and then click on OK.
Step 5: If you are exporting to an existing Outlook Data File (.pst) under the Options then specify what to do when exporting items that already exist in the file.
Step 6: Click on Finish then the Outlook will begins the export process immediately.
4. How to manage PST files in Microsoft Outlook by size
In case of MS Outlook 2003 and below versions, the PST file is lived by the restrictions of limited 2 GB file size limit. But now the Outlook broke the PST file size restrictions, after 2003 version the limit changed to 50 GB. The unlimited file size eases you in managing the oversized PST files. In case of oversized PST file issue, you can do the following steps to reduce PST file size manually.
Approach#1: Move to Folder Feature
Step 1: Open MS Outlook and navigate to File--> New->Outlook Data File then you can show new Outlook data file dialog box.
Step 2: Select the file that you want to split and click on OK button.
Step 3: From the given dialog box, you want to provide the name for the new PST file.
Step 4: Now you can choose the folder to move to the new PST file.
Step 5: Click on the Move to Folder option from the edit menu.
Step 6: click on New button to create new folder and provide name after that select the new PST file in the where to place the folder option and click OK.
Step 7: From the Move Items box, choose the newly created folder in the new PST and click OK.
Approach#2:How to manage PST files in Microsoft Outlook automatically
There are some feasible methods to manage the Outlook data file size that are software fixes. SysTools Split PST is an automated tool specially designed to split PST file into smaller parts in an efficient way without any data loss and without taking much time.
In case of large number of Outlook PST files it also makes some difficulties in handling and managing so there is an option to combine multiple PST files for the easy management. To merge multiple PST files into one you can use the any of the following listed methods:
Method#1: Manual method
Step 1: Create new Outlook PST file.
Step 2: Import all the PST files into the new one
Method#2: Software Fix: How to Manage PST files in Microsoft Outlook
When if you want to arrange your small PST files into one single file you can take the help from third-party software’s like SysTools PST Merge. It can join Outlook PST files and also combine all the scattered PST files into one single place without any hurdle.
One can clear all the query’s related with how to manage PST files in Microsoft Outlook after reading this article. It will help you to handle PST files very efficiently with some manual as well as automated solutions. You can take the help of any of these methods to complete your task. Many of the users found some difficulties like time consuming tiresome in manual procedure. So you cab directly choose the automated solutions from this blog to save your precious time.