According to Microsoft survey, around 60M crowd is using Outlook. 10% of this crowd has less idea of how to manage PST files in Outlook Microsoft. Leads to oversized PST files or small sized files or a corrupted/damaged/deleted PST files. This blog is all about how to manage PST files in Microsoft Outlook. This is the best guide to manage PST files in which you will the convenient way to solve your problems of unmanaged PST file.
Microsoft Outlook is the most vigorously and commonly used application all over the world. Outlook manages and processes the send/receive of emails messages. Allow you to safely save your files in PST format if working online. PST is Outlook’s database contains emails, calendar items, contacts, reminders etc. Results in the huge amount of files in PST files, which is sometimes unmanageable. I am here to answer all the questions related to Manage PST files in Microsoft Outlook.
PST files abbreviation Personal Folders files; is an Outlook Data Files uses POP3, IMAP, and Web-Based email accounts. Whenever we need to create archive or backup of Microsoft Outlook folders or items, the first thought is PST Format. The common user of PST file is home users or in small organizations. The Home users usually use ISP to connect to the Internet, which provides one or more email accounts. The most common types of accounts are referred by their Internet protocol are POP3 and IMAP. Another type of account is an HTTP(web-based) account that works similar to IMAP email accounts. All three account types use a .pst file.
How to Manage PST files in Microsoft Outlook?
Managing PST file in Microsoft Outlook would be easier. If you keep in mind these small problems that may occur and makefile unmanageable. The Best Guide to Manage PST files.
Let’s start with basic and Manage PST files in series:
- Locate PST File
- Create Outlook PST file
- Create Backup PST file
- Manage PST files by Size
- Manage PST files by removing duplicity
- Repair corrupted PST file
- Manage PST from outside your profile
1. Locate PST file
Knowing the location of PST is essential if we are to manage PST files in Microsoft Outlook. To find out the location of the PST file in Outlook(any version for Windows). Go to Account Setting>> Data Files >> Open in Folder. In 2010 and new version find Account setting, File Menu, in 2007 and earlier find Account Setting in Tools.
Outlook 2007 and 2010
Outlook 2013 and 2016
You may also find this useful How to find Missing PST file
2. How to Create PST file?
When you run Outlook for the first time, the necessary data files are automatically created. Although it’s basically there comes a time when you need to archive your old PST files(not in regular use).Or, if your online mailbox is reached near storage quota, you could save some items in an Outlook Data File.
In Outlook 2016/13/10
- Select New Items> More Items> Outlook Data File> File name .
- To add a password, check the Add Optional Password.
- Select OK. Type a password in both the Password and Verify Password > OK.
2. How to Backup PST file?
You can use the backup to restore your Outlook data if the original PST file is damaged or lost.
- File > Open & Export> Import/Export.
- Choose Export to a file > Click Outlook Data File (.pst) > Next.
- Select the emails or files to export to the backup folder. Only information for one account can be exported information at a time. >Next.
- Click BrowseFolder to save exporting files in Outlook Data File >Ok
- If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.
- Click Finish. Outlook begins the export immediately.
Read More How to create PST Backup
3. Manage PST files by Removing duplicity
There is a situation when we find out, we have duplicate items in the form of email messages, contacts, calendar entries, tasks, notes as well as attachments in Outlook data files. This duplicity may cause some serious problems, such as application slows down in performance, having multiple copies of the same item may cause great confusion or unmanageable Outlook, increases the file size and much more. The easy way to remove duplicate Outlook contents is by the use of SysInfo Outlook Duplicate Remover.
4. How to Manage PST file by Size
Before Outlook 2003, PST file lived by the restriction of limited file size that is 2GB. But now Microsoft Outlook broke the restriction on PST file size that is 50 GB after version 2003. Unlimited PST files size eases you in managing your oversized PST files. So It becomes mandatory for you to give special attention and care to maintain this PST storage size if you are still using an older version of Outlook.
Manage Large Outlook Data Files
Nevertheless, there could be some feasible ways through which, you can easily manage your Outlook mailbox storage size. One of the best ways is to split large PST by using SysInfo PST Split software solution.
Manage Small Outlook Data Files
What if you want to arrange your small sized PST files by some specific categories and merge them together. Use the best PST Merge Software by SysInfo and manage your all scattered small PST file in one place.
If you need to increase/decrease PST file size then Upgrade and downgrade PST.
Manage Outlook Size
Sometimes Even though you delete some mailbox items from your PST. You might not witness any considerable changes in the size of your Outlook data PST file. Because once PST is allocated with space then; that space is not freed until you take the pain to compact PST file. Use PST Compact Software by SysInfo.
Read More to Compact and Compress PST Files Size
Another way to Manage Outlook PST Files Size in Outlook is to Empty Delete folder. This will reduce some storage space in your Outlook and will easily erase the undesired mail messages.
5. How to Manage and Repair corrupted PST file
Although we have now able to handle our data with the help of backup and managing the size PST files. How to repair the corrupted PST files which are/is affected by virus infections, software malfunctioning, hard disk failure and many others. This converts your healthy PST to an inaccessible form or causes deletion of PST files.
Generally, you repair your corrupted/damaged PST files with Scanpst.exe. Scanpst.exe also known an free Inbox Repair tool provided by Microsoft Outlook. What if Scanpst.exe is unable to repair PST file?
6. How to Manage and Add PST to Outlook Profile
When you already have a user ID, you can use Outlook to move email, contacts, and calendar items from another Outlook(.pst file). This is basically done by adding/importing PST file to your profile from another one.
- File > Open & Export> Import/Export. This starts the wizard.
- Choose Import from another program or file > Next.
- Choose Outlook Data File (.pst)> Next.
- Browse to the PST file you want to import > Next.
- If there is password assigned for PST, enter the password >OK
- Choose Finish. Outlook starts to import PST to Outlook immediately.
Alternatively, you can also use Add Outlook PST Tool to easily perform the import of PST files to Outlook Profile. By the help of this tool, you can easily manage PST files in Microsoft Outlook by adding PST to your profile.
I Hope the query about How to Manage PST files in Microsoft Outlook is clear after you finished reading the complete article. I have tried to cover all the related topic of managing PST file. Includes creating, locating, backup PST or dealing with the size of PST, which is found to be the main reason of PST corruption. If you have any doubts your comment it down below. Thank You!