{"id":1035,"date":"2024-02-29T12:40:02","date_gmt":"2024-02-29T12:40:02","guid":{"rendered":"https:\/\/www.datavare.com\/how\/?p=1035"},"modified":"2024-03-19T10:07:05","modified_gmt":"2024-03-19T10:07:05","slug":"reduce-outlook-pst-files","status":"publish","type":"post","link":"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/","title":{"rendered":"How to Reduce Outlook PST files size? Expert Tips &#038; Tricks"},"content":{"rendered":"<p>MS Outlook is one of the most robust email clients. The tool gives users flexibility to manage their emails, contacts, notes, lists, events, and more. The default file format of Outlook is PST file format that can enlarge over time because of duplicate items, continuous email communication, and other activities. An oversized MS Outlook file can corrupt. In this article, we focus on how to Reduce Outlook PST files file with the help of built-in features and recommend an automated tool to fix the issue.<\/p>\n<p style=\"text-align: center;\"><a class=\"maxbutton-1 maxbutton maxbutton-download-now\" target=\"_blank\" rel=\"nofollow noopener\" href=\"https:\/\/www.datavare.com\/dl\/n\/datavare-compress-demo.exe\"><span class='mb-text'>Download Now<\/span><\/a><\/p>\n<p>Microsoft Outlook creates PST files to store emails, contacts,\u00a0calendar entries, tasks, appointments, notes, as well the attachments. Over time, the file size can extend that can impact the performance of MS Outlook and Windows systems.<\/p>\n<ul>\n<li>A large PST file requires a significant amount of space on your system\u2019s hard disk drive. To accommodate data, you may need an additional hard disk.<\/li>\n<li>An oversized PST file can impact Outlook\u2019s performance.<\/li>\n<li>A large PST file can corrupt or damage. This means you cannot access your important contacts, emails, and other properties.<\/li>\n<\/ul>\n<p><strong>PST File Size Limit<\/strong><\/p>\n<p>Do you know the PST file size limit?\u00a0Microsoft has launched two versions for PST file format:\u00a0<strong>ANSI<\/strong>\u00a0and\u00a0<strong>Unicode<\/strong>. The ANSI PST file is for Outlook 2002 and earlier versions that can limit up to 2 GB. The Unicode version is for Outlook 2003 and later versions of the email client to accommodate 20 GB to 50 GB. So, this is the size limit for PST files. If you try to exceed the limit beyond capacity, the PST file can corrupt.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1036 size-full\" src=\"https:\/\/www.datavare.com\/how\/wp-content\/uploads\/2024\/02\/pst-files-inaccessible.png\" alt=\"pst files inaccessible\" width=\"562\" height=\"231\" srcset=\"https:\/\/www.datavare.com\/how\/wp-content\/uploads\/2024\/02\/pst-files-inaccessible.png 562w, https:\/\/www.datavare.com\/how\/wp-content\/uploads\/2024\/02\/pst-files-inaccessible-300x123.png 300w\" sizes=\"auto, (max-width: 562px) 100vw, 562px\" \/><\/p>\n<p>These are the messages you may receive when a PST file is inaccessible or corrupt.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_79 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#Handling_an_Oversized_PST_file\" >Handling an Oversized PST file<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#Ways_to_Reduce_Outlook_Data_Files_PST\" >Ways to Reduce Outlook Data Files (PST)<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#To_compact_the_size_of_your_PST_file_here_are_the_steps_to_follow\" >To compact the size of your PST file, here are the steps to follow.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#Professional_Solution_to_Reduce_Outlook_PST_File\" >Professional Solution to Reduce Outlook PST File<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#Steps_to_Reduce_Outlook_Mailbox_Size\" >Steps to Reduce Outlook Mailbox Size<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#Final_Words\" >Final Words<\/a><\/li><\/ul><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Handling_an_Oversized_PST_file\"><\/span>Handling an Oversized PST file<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you want to deal with <a href=\"https:\/\/www.datavare.com\/how\/3-best-ways-to-split-oversized-pst-files\/\">oversized PST files<\/a>, you can delete some unwanted emails and deleting the items from trash folder. \u00a0When you delete a PST item, it goes to the delete folder. In the trash folder, you can permanently delete a PST file. It allows you to restore everything you have deleted intentionally or unintentionally. Therefore, it is important to delete items permanently from the Trash folder.<\/p>\n<p>Here the problem is that a deleted item from PST file is not deleted permanently even if the item is no longer visible in the folder. The items would take some amount of space on your system. This is called\u00a0<em>\u201cwhite space\u201d<\/em>\u00a0or\u00a0<em>\u201cempty space.\u201d<\/em>\u00a0Hence, the PST file size doesn\u2019t resize.<\/p>\n<p>Therefore, the best practice is to remove unused space from your PST files. It is one of the best ways to resize a PST file size and enhance performance of Outlook.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ways_to_Reduce_Outlook_Data_Files_PST\"><\/span>Ways to Reduce Outlook Data Files (PST)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Usually, experts recommend a third party tool to Reduce a PST file. You can also try a manual solution. Luckily, MS Outlook PST file size can compress manually. It has a built-in <strong>Compact<\/strong>\u00a0feature to resize a PST file.\u00a0The Mailbox Cleanup tool allows you to view the size of mailboxes and individual folders. One more thing you can do is to archive Outlook Data File (.pst) to empty your deleted Items folder. <strong>Here are the steps to follow:<\/strong><\/p>\n<ul>\n<li>Start\u00a0<strong>Microsoft Outlook<\/strong>\u00a0on your system.<\/li>\n<li>Go to the taskbar to click on <strong>File<\/strong>\u00a0tab\u00a0<strong>and then<\/strong>\u00a0<strong>Info<\/strong>.<\/li>\n<li>Press the\u00a0<strong>Cleanup Tools<\/strong>\u00a0tab next to\u00a0<strong>Mailbox\u00a0Cleanup<\/strong>. Now, choose the\u00a0<strong><u>M<\/u><\/strong><strong>ailbox Cleanup\u2026<\/strong>\u00a0from the given options.<\/li>\n<li>On the Mailbox Cleanup dialog box, press the\u00a0<strong>View Mailbox Size\u2026<\/strong>\u00a0tab to get the view of the size of your mailbox.<\/li>\n<li>Press the\u00a0<strong>Close<\/strong> tab.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"To_compact_the_size_of_your_PST_file_here_are_the_steps_to_follow\"><\/span>To compact the size of your PST file, here are the steps to follow.<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li>Navigate the\u00a0<strong>File<\/strong>\u00a0tab\u00a0<strong>&gt;<\/strong>\u00a0<strong>Info<\/strong>\u00a0<strong>&gt;<\/strong>\u00a0<strong>Account Settings<\/strong>.<\/li>\n<li>The <strong><em>Account Settings<\/em><\/strong>\u00a0dialog box will open. Press the\u00a0<strong>Data Files<\/strong> tab and then choose the file to Reduce. After this step, press the <strong>Settings tab<\/strong>.<\/li>\n<li>A new window will open. Here, press the\u00a0<strong>Compact Now<\/strong>\u00a0tab to minimize the size of your PST file.<\/li>\n<li>The file resizing process will initiate. It takes a few minutes or hours depending on the size of your PST file.<\/li>\n<\/ul>\n<p>Now, there is no unused space. This means, the process of reduce takes place successfully.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Professional_Solution_to_Reduce_Outlook_PST_File\"><\/span>Professional Solution to Reduce Outlook PST File<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>To every business where the requirement to compress PST files is higher, a professional tool is the only solution.<\/p>\n<p>Datavare <a href=\"https:\/\/www.datavare.com\/software\/outlook-pst-compact-expert.html\">Outlook PST Compact<\/a> Tool can resize both ANSI and Unicode PST files. The tool is compatible with MS Outlook 2021, 2019, 2016, 2013, 2010, and its lower versions. It is a Windows utility that supports Windows XP, Vista, 10, 8, and 7.\u00a0 The straightforward application supports resizing of single or multiple PST files.<\/p>\n<p style=\"text-align: center;\"><a class=\"maxbutton-2 maxbutton maxbutton-buy-now\" target=\"_blank\" rel=\"nofollow noopener\" href=\"https:\/\/www.datavare.com\/software\/order\/outlook-pst-compact-expert.html\"><span class='mb-text'>Buy Now<\/span><\/a><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Steps_to_Reduce_Outlook_Mailbox_Size\"><\/span>Steps to Reduce Outlook Mailbox Size<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li>First, download the application and launch it on your system.<\/li>\n<li>Now, choose either \u201cAdd files\u201d or Add folder\u201d tab to select locally saved PST files.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium aligncenter\" src=\"https:\/\/www.datavare.com\/scr\/compact-pst.png\" alt=\"reduce outlook pst files\" width=\"722\" height=\"525\" \/><\/p>\n<ul>\n<li>After this, click on the \u201cSelect Output Location\u201d to choose an output for conversion.<\/li>\n<li>Now, press the \u201cStart Converting\u201d tab to reduce Outlook data file PST file size.<\/li>\n<\/ul>\n<p>(Note: The application doesn\u2019t need prior installation of MS Outlook to compress PST files.)<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Final_Words\"><\/span>Final Words<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>It is easy to reduce Outlook data PST file if you have a professional application. Manually, you can Reduce but it is a tiring task for a large number of PST files.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>MS Outlook is one of the most robust email clients. The tool gives users flexibility to manage their emails, contacts, notes, lists, events, and more. The default file format of Outlook is PST file format that can enlarge over time because of duplicate items, continuous email communication, and other activities. An oversized MS Outlook file&#8230;<\/p>\n<p class=\"more-link-wrap\"><a href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/\" class=\"more-link\">Read More<span class=\"screen-reader-text\"> &ldquo;How to Reduce Outlook PST files size? Expert Tips &#038; Tricks&rdquo;<\/span> &raquo;<\/a><\/p>\n","protected":false},"author":5,"featured_media":1038,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[23],"tags":[],"class_list":["post-1035","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-pst-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Directly Reduce Outlook PST files - 2024<\/title>\n<meta name=\"description\" content=\"In this Post we explain 2 solutions to Shrink\/Compact\/Compress\/Reduce Outlook PST files size, Manual and Outlook PST Compact Tool\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Directly Reduce Outlook PST files - 2024\" \/>\n<meta property=\"og:description\" content=\"In this Post we explain 2 solutions to Shrink\/Compact\/Compress\/Reduce Outlook PST files size, Manual and Outlook PST Compact Tool\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/\" \/>\n<meta property=\"og:site_name\" content=\"How to Steps\" \/>\n<meta property=\"article:published_time\" content=\"2024-02-29T12:40:02+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2024-03-19T10:07:05+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.datavare.com\/how\/wp-content\/uploads\/2024\/02\/reduce-outlook-pst-files.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"700\" \/>\n\t<meta property=\"og:image:height\" content=\"300\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Dustin Reynolds\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Dustin Reynolds\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.datavare.com\/how\/reduce-outlook-pst-files\/\"},\"author\":{\"name\":\"Dustin Reynolds\",\"@id\":\"https:\/\/www.datavare.com\/how\/#\/schema\/person\/af7514a62ba4949b519966510353b7dd\"},\"headline\":\"How to Reduce Outlook PST files size? 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