Manual and Automatic Methods to Compress PST File

What Makes it Necessary to Compact PST File? 

Below are the specific, unique reasons that mark the importance of compacting large-sized PSTs into smaller files:

• Helpful in managing Outlook mailbox data efficiently in a structured way.
• Overcome issues of system hang and Outlook’s slow performance.
• Prevents the general issue of MS Outlook or data file corruption.
• Reduce the storage space to save more data in a file without extra cost.
• Improve delays in email exchange and streamline data migrations.

After understanding the reasons, it is quite clear that an oversized PST is harmful to both the system and the application. But most importantly, it may affect the data present within it badly. So, an immediate fix to compact Outlook PST file is essential.

But before moving to that, let’s understand about PST file sizes and errors encountered if strict actions aren’t taken on time.

Compress PST File: Understanding Size and Errors

To state, Outlook PST is generally of two types: UNICODE and ANSI. The latest versions support the UNICODE PST format that has a size limit between 20-50 GB. On the other hand, those working with Outlook 2002 or below versions prefer ANSI PST, which has a size limit of 2 GB. Furthermore, if these are not maintained properly or exceeded in any case, users may encounter these errors:

• sysin.pst cannot be accessed – 0x80040116: Errors have been detected in the file sysin.pst. Quit all mailing applications, and then try the Inbox Repair Tool (ScanPST.exe).
• The PST file could not be accessed. Unable to add to the folder. This action could not be completed.
• Task Microsoft Exchange Server – Receiving reported error (0x8004060C): ‘Unknown Error 0x8004060C’
• The file sysin.pst has reached its maximum size. To eliminate PST file size, select PST items no longer needed. Afterward, permanently delete them with (Shift + Del).

These are the reasons, errors, and causes why users shrink PST file. So, to avoid all of this hassle, go through the next section.

General Methods to Compress PST File For Reuse

This section of the blog focuses on the common user query: “I have a PST file of size 80 GB. It unexpectedly became oversized, and now I’m afraid the data may be corrupted. Is there any way to shrink it without losing the data?” 

To answer it, yes, a few manual methods and a professional tool exist. Find out in detail about them as mentioned below.

Reduce PST File Size Manually in Outlook 

There are three different solutions discussed below for the free reduction of the PST file size:

Method 1: Outlook’s Compact Now Feature

1. View the Account Settings dialog in your MS Outlook account.
2. Then, move to Data Files and select the oversized PST file from list.
3. Further, press on Settings and within General, you’ll find Compact Now.
4. Finally, click it and press OK to reduce the size of the oversized PST file.

Method 2: Archive to Compress PST File

1. In Outlook’s File→ Info menu, you will find the Tools option.
2. Expand it and click on Clean Up Old Items…
3. Further, the Archive dialog appears where you pick Archive this Folder and all Subfolders.
4. Afterward, select folders of choice, schedule a date, or click on Include items with the Do not Auto Archive option. It archives the desired files to consist of automatic archiving.
5. Lastly, press the OK button to complete archiving PST files.

By following this, compress Outlook PST file at no cost without worries. To recheck the size, go to Tools >> Mailbox Cleanup in Outlook. Check the PST file size and then exit it. If you find the size, still increased, then:

Method 3: Delete PST Files

1. Open the Inbox in MS Outlook and select the emails that are not important.
2. Hit Delete to move them to the trash and empty the Deleted Items folder for permanent removal.

Why the Freeway Isn’t Considered Ideal?

• No ability to handle corrupted or unhealthy PST files.
• MS Outlook installation is a mandatory part of the compression.
• Multiple PSTs cannot be compressed or compacted at once.

Automated Method to Compress PST File Without Outlook

For users with a single PST or a few PSTs, can try the manual way. But for a bulk number of PST files of large size, containing attachments too, you must use the PST Compress Tool. It is one of the perfect utilities to instantly shrink PST file size without impacting the data. There is no need for MS Outlook, and also apply passwords to resultant ones for additional security.

Furthermore, the tool is ideal for both ANSI and UNICODE PSTs for all MS Outlook versions. Moreover, this user-friendly tool is compatible with all Windows and Mac systems and has some flawless filters for uniqueness. 

Compact PST File In a Few Steps

1. Run the PST Compress and Compact Software, pick an option, and tap Next.
2. Then, add the PSTs of more than the normal size and click on Next.
3. Further, preview all and select the specific folders for the compression.
4. Click Next and choose a compression option of your choice.
5. Afterward, apply extra features and give a Path to Save the new compact file.
6. At last, click Start Compression to reduce PST file size by your choice.

Conclusion

We have discussed four different ways to compress PST file in this blog. Though manual ones are available, they aren’t accurate and may lack confidentiality and data integrity. Instead, the professional tool can help with fast compression for bulk PST files without any difficulties. Moreover, if needed, its demo version is also available for test and evaluation, and compression of upto 50 messages per folder.

Frequently Asked Questions

About The Author:

Shivam Rathore

Meet Shivam, an experienced SEO executive and content strategist. He combines creativity with strategy to craft engaging content that connects with audiences and supports brand goals. With strong expertise in digital marketing and content planning, Shivam helps businesses thrive online.

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