Outlook data files can be oversized over time. Also, it’s never been easier for Outlook users to work with that oversized Outlook PST files as the oversized PST files can cause problems including poor performance and mailbox corruption. This article describes how to compress the size of the PST file.
Issues occur due to oversized Outlook Mailbox
The Outlook PST files store all the information including the emails, contacts, calendars, items, tasks, appointments, notes, and attachments. The size of the Outlook mailbox increases due to these emails. And because of this users do face many issues. Some of these issues are;
- Large PST files take up a lot of space on your computer’s hard drive. You also may need to purchase an additional hard drive to take up numerous amounts of PST files.
- If the PST file is too large, it can cause issues in the Outlook client.
- In the worst case, the PST file reaches or exceeds the maximum size. In this situation, you need to repair the PST file to prevent the loss of important mailboxes.
These are some of the issues faced by the users when the size of the MS Outlook mailbox becomes oversized.
Size Limit of Outlook PST file
Do you know the PST file size limit? The PST file is supported by MS Outlook in two formats, these include ANSI as well as UNICODE. The ANSI file is the old Outlook PST file that can store up to 2 GB of data. Whereas the UNICODE language PST file can store up to 20 to 50 GB of data. The ANSI was created by Microsoft in 2002 whereas the UNICODE is created by Microsoft in 2016. If the PST file reaches its maximum size limit then you will face serious issues as discussed above.
Also, when there is an oversized Outlook PST file then the errors will be there. Some of the errors are as discussed;
- An error was detected in the xxxx.pst file. Close all email-enabled applications before using the Inbox Repair Tool.
- Unable to access XXXX.pst-0x80040116.
- File xxxx.pst has reached its maximum size. To reduce the amount of data in this file, select some items you no longer need and then permanently delete them (Shift + Del).
- Error (0x8004060C) reported in task “Microsoft Exchange Server-Receiving”: “Unknown error 0x8004060C”
- The file could not be added to the folder. The action could not be completed.
These errors can be seen by the users using the oversized Outlook PST files.
How to overcome the problem of oversized issue
In general, there are many solutions to the oversized problem. A user has to check if he/she has taken all these measures to prevent their Outlook PST files from being oversized. Note that everything you delete will be moved to the Deleted Items folder. If you have to delete something permanently you have to delete the files again from the deleted items folder.
If you have sent all the emails into the deleted Items folder then it will be of no use as the space will be taken the same. In Outlook data files, it is referred to as “white space” or “space”.
To reduce the Outlook PST file size a user can:
- Split the PST files into small parts so that all the files are managed properly
- Can use the compact feature that is provided in the MS Outlook itself
- Deleting the Outlook emails and attachments
- Archiving old Outlook PST files items
- Or the best way can be using the Compact & Compress PST tool
These are the few ways a user can follow for reducing the Outlook PST size.
Compacting the Outlook PST file using MS Outlook
A user can reduce their Outlook PST file using the MS Outlook tool. The manual trick is moreover not a good-to-go method because of the many drawbacks that are been faced by the users using it. Moreover, the users who are not related to the technical field find out this method to be hectic as they have to get the assistance of a professional to follow this method of compacting the Outlook PST files.
The Steps for compacting the Outlook PST files are as followed;
Step 1
First, start Microsoft Outlook on your computer.
Step 2
On the taskbar, click the File> About tab.
Step 3
Click the Cleanup Tools tab next to Mailbox Cleanup.
Step 4
Optionally select Mailbox Cleanup
Step 5
In the Mailbox Cleanup dialog box, click the Show Mailbox Size … button to view the total size of your Outlook mailbox.
Step 6
Then click Close.
Now you need to compress the PST file. To do this, follow these simple steps:
Step 1
From the taskbar, click the file tab button and then go to the info option and select the account settings button.
Step 2
In the Account Settings dialog box, click the Data File tab and select the Outlook data file you want to compress.
Step 3
Then click Settings.
Step 4
In the Outlook Data File dialog box, click the Compress Now button to compress the PST file.
Microsoft Outlook will start compressing PST file size. It may take some time.
Reducing the Outlook PST file size via Compact Outlook Tool
The manual solution for reducing the Outlook PST file size may be hectic for the users. Thus, it will be reliable if a user chooses this Compress and Compact PST File Tool for reducing their Outlook PST file size. Using the Compact Outlook PST tool any user can easily reduce the size of their Outlook PST files. Without any kind of interruption, the task is been carried out by the users without any hurdle. No interruption is faced by the users using this tool. Moreover, the tool supports both the ANSI as well as UNICODE language compacting. A free demo version is provided by the tool so that users can know more about the app.
Final Words
In this blog we have discussed the techniques a user can go through for compacting or reducing the size of the Outlook mailbox. Moreover, we have also discussed the issues that are faced by the users while they are going through when the Outlook PST file size is increased. It will be easier for the users to use the Compact PST tool and carry out their tasks.
