How to Manage Outlook Accounts and Compact PST File to Create Space

ByDouglus James

How to Manage Outlook Accounts and Compact PST File to Create Space

MS Outlook is a great application developed by Microsoft, MS Outlook application is popularly used across the world. All the Outlook contacts, e-mails address and other files are stored in Outlook data file PST. In addition to this PST stores outlook user information, calendar entries, appointment schedules, tasks, notes and distribution list. With so much data, the size of PST increases which later results in corruption. A corrupt PST file could make outlook to slow down or not perform at all. So, it is advisable to create space in PST file and delete any extra files or media.

Older version of Outlook has PST size of only 2 GB which is very low comparing the data received by Outlook. Microsoft provides a feature to compact PST file and create space to handle data. Before knowing about the PST compact feature, check the types of PST file

PST File Formats

ANSI PST: The Older version of MS Outlook up to 2002 has PST file in ANSI format. It has a size limit of only 2 GB. Knowing the PST file cannot be increased, the other solution is creating space in the PST file by compressing it.

Unicode PST: Realizing the need of space in PST file, Microsoft introduced Unicode PST file format that is capable of storing 20GB to 50 GB of data. However growing needs, media, and attachments find this size limit low.

Corrupt PST File

There could be many reasons why an Outlook PST file gets the corrupt and large size of PST is among them. Oversized PST file gets corrupt easily which ultimately affects the Outlook performance. The problem can be severe when Outlook stops working due to large PST File. It requires proper management of Outlook and its data.

There are two methods by which data in Outlook can be reduced i.e. Compact PST File and Clean Up options

MS Outlook Cleanup

  • Open the MS Outlook application in your system
  • Click on File options then Info and move to Mailbox Cleanup
  • Click on the down arrow button and then ‘Mailbox Cleanup’ option

CleanUp tools

  • The Cleanup window will open, click on View mailbox size to check items in Outlook
  • Close the window and find older items, e-mails, messages, attachments
  • Delete these items or auto archive them to create space

outlook mailbox cleanup

  • Click on the Empty button to remove items from the deleted folder.

Compact PST Size

  • Click on the File tab and then move to Info and select Account Settings
  • The Account Settings window will open
  • Click on the Data files tab and select the PST file available for Outlook account
  • The settings button will get active, click on it
  • A new dialog box will appear click on ‘Compact Now’ button

pst file compact now

  • The process will start and after few minutes the PST file will get compact
  • The size of the file also get reduced
  • You can check the PST file size from ‘View Mailbox Size’ Option
  • The PST file size will be reduced and Outlook will start functioning normally

By following the above steps you can Compact PST size and open Outlook.

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