How to Manage Multiple PST Files in Outlook?

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  • Published on
    July 14th, 2017
  • Updated on
    August 31, 2022
  • Read Time
    7 minutes
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Summary:- According to a Microsoft survey, around 60M crowd is using Outlook. 10% of this crowd has less idea of how to manage PST files in Outlook Microsoft. This leads to oversized PST files or small-sized files or 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 multiple PST files in which you will the convenient way to solve your problems with unmanaged PST files.

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Microsoft Outlook is the most vigorously and commonly used application all over the world. Outlook manages and processes the send/receive of email messages. Allow you to safely save your files in PST format if working online. PST is Outlook’s database that 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 Managing 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 an 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 small organizations. Home users usually use ISP to connect to the Internet, which provides one or more email accounts. The most common types of accounts referred to as their Internet protocols are POP3 and IMAP. Another type of account is an HTTP(web-based) account that works similarly to IMAP email accounts. All three account types use a .pst file.

How to Manage Multiple PST Files in MS Outlook?

Managing  PST files 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 an Outlook PST file
  • Create a 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 the new version find Account setting, File Menu, in 2007 and earlier find Account Setting in Tools.

Outlook 2007 and 2010


Outlook 2013 and 2016

C:\users\username\Documents\Outlook Files

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

  1. Select New ItemsMore ItemsOutlook Data File> File name .
  2. To add a password, check the Add Optional Password.
  3. 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.

  1. File > Open & ExportImport/Export.
  2. Choose Export to a file > Click Outlook Data File (.pst) > Next.
  3. Select the emails or files to export to the backup folder. Only information for one account can be exported information at a time. >Next.
  4. Click BrowseFolder to save exporting files in Outlook Data File >Ok
  5. 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.
  6. 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, that 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 slowing down in performance, having multiple copies of the same item may cause great confusion or unmanageable Outlook, increasing 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 files lived by the restriction of a limited file size which is 2GB. But now Microsoft Outlook broke the restriction on PST file size which is 50 GB after version 2003. Unlimited PST file size eases you in managing your oversized PST files. So It becomes mandatory for you to give special attention and care to maintaining 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 the PST file. Use PST Compact Software by SysInfo or you can also read the steps to compress PST files.

Another way to Manage Outlook PST Files Size in Outlook is to Empty the 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 a 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 affected by virus infections, software malfunctioning, hard disk failure, and many others. This converts your healthy PST to an inaccessible form or causes the deletion of PST files.

Generally, you repair your corrupted/damaged PST files with Scanpst.exe also known as the free Inbox Repair tool provided by Microsoft Outlook. What if Scanpst.exe is unable to repair PST files?

Yes, it is quite shocking but You have the right to know the most efficient way to PST Recovery. Why don’t you go for SysInfo PST Repair Tool?  This provides the best platform to repair PST files.

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 a PST file to your profile from another one.

  1. File > Open & ExportImport/Export. This starts the wizard.
  2. Choose Import from another program or file > Next.
  3. Choose Outlook Data File (.pst)> Next.
  4. Browse to the PST file you want to import > Next.
  5. If there is a password assigned for PST, enter the password >OK
  6. 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. With 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 topics of managing PST files. Includes creating, locating, backup PST, or dealing with the size of PST, which is found to be the main reason for PST corruption. If you have any doubts comment down below. Thank You!

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