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How to Divide PST Emails Into Suitable Units Without Losing Actual Format?

This tutorial offers a few simple methods for efficiently controlling and minimizing the size of your Outlook mailbox without erasing any data.

By Kim TeahyungPublished about a month ago 4 min read
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The size of an Outlook mailbox increases over time as emails are sent and received consistently. Large or oversized mailboxes can cause a number of problems, including corrupted data files, sluggish Outlook performance, slower search functionality, problems sending or receiving new emails, etc. You can minimize the size of the mailbox or data file to improve Outlook performance and avoid such problems.

This tutorial offers a few simple methods for efficiently controlling and minimizing the size of your Outlook mailbox without erasing any data. Let's first examine the advantages of decreasing the size of an Outlook mailbox or data file before we get started.

Why Shrink an Outlook data file?

The size of an Outlook mailbox increases over time as emails are sent and received consistently. Large or oversized mailboxes can cause many problems, including corrupted data files, sluggish Outlook performance, slower search functionality, problems sending or receiving new emails, etc. You can minimize the size of the mailbox or data file to improve Outlook performance and avoid such problems.

This tutorial offers a few simple methods for efficiently controlling and minimizing the size of your Outlook mailbox without erasing any data. Let's first examine the advantages of decreasing the size of an Outlook mailbox or data file before we get started.

Why Split an Outlook data file?

You can use Outlook's Mailbox Cleanup function to minimize the size of your mailbox. To use the cleaning tool to minimize the size of your mailbox, follow these steps:

  • Open the Outlook program.
  • Open File > Info > Tools.
  • Out of the available options, select "Mailbox Cleanup Tool."
  • To determine your mailbox's current size, click the "View Mailbox Size" button.
  • Enter the number of days to search for, and delete older emails to choose a time.

By choosing to remove the alternate versions of the items in the mailbox and emptying the deleted items folder, you can further minimize the size of the PST file.

Method 2: Make Use of Outlook's Compact Now Feature

  • "Compact Now" capability is incorporated into Microsoft Outlook. With the aid of this tool, you can reduce the overall size of your Outlook mailbox without wiping out any information. This is how you do it:
  • Take everything out of your Outlook inbox that you don't want and empty the Deleted Items folder.
  • Navigate to File > Account Settings > Account Settings.
  • Here, select the PST file you want to compress by going to Data Files.
  • Select Settings by clicking.
  • Select Compact Now from the Outlook Data File dialog box, then click OK.

Step 3: Put Your Old Items in the Archive

It is possible to archive stuff that you don't use frequently. This will clear out your main file and store the items in a new PST file. This is how you do it:

  • Open the Microsoft Outlook program.
  • Go to File > Preferences > Advanced.
  • Navigate to the panel's "AutoArchive" section and choose "AutoArchive Settings."
  • Turn on the "Run AutoArchive every..." option.
  • Before clicking "AutoArchive," set up other choices, such as deleting older items.

Method 4: Employ a PST Splitter Tool from a Third Party

All of the previously listed techniques are either simple or more of a go-around hack. Using a specialized PST splitter tool, such as Softaken Split PST Pro Tool, to divide the large PST file is a preferable solution. One of the most popular PST file splitter programs is this one. It assists you in dividing huge PST files into many, smaller PST files, which helps you minimize the size of your Outlook mailbox.

This is how to apply it:

  • Launch the Softaken Split PST Pro Tool. You can pick up your PST file by using the "Select PST file" button or by dragging and dropping it.
  • To split your PST file, select this option. Options include folders, email ID, size, and date. 
  • Next, select the location for the newly compressed PST files.
  • Your PST file will begin to divide when you press the "Split" button.
  • Select "Select Batch File" if you are dividing numerous PST files at once. Choose the files you want to divide, where you want the split files to be saved, and other preferences. Next, select "Split."
  • Select the place at which you wish to save the divided data.
  • You'll get a notification stating "Splitting Completed" after dividing. Select "OK" to end the job.

Concluding

The size of your PST files can affect how well Outlook works. Therefore, it's always a good idea to monitor file size. You can improve Outlook's performance by using the above-mentioned techniques to decrease the size of your mailbox or data files. The finest substitute for an experienced method to shrink the size of your Outlook PST is the Softaken Split PST Pro Tool.

This program facilitates the effective and flawless splitting of large PST files, whether you are working with a single or numerous of them. With this program, splitting PST files is a breeze because of its versatility and ease of use.

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