How to Split PST File into Multiple Smaller Parts by Size, Year, and Date?

Personal Storage Table (PST) file - a data file for Outlook POP3 accounts - stores all the mailbox items, such as email messages, calendar events, attachments, contacts, and others. With time and usage, it is understandable that this PST file becomes large and reaches the maximum size limit defined by Microsoft. The maximum defined PST file size limit for each Outlook version is tabulated below:

When the size of the PST file reaches the defined limit, you may start facing several problems. Some common problems are:

• Sluggish Outlook performance
• Outlook fails to store new emails or other mailbox items in PST file
• PST file corruption
• Encountering errors, like “The file xxxx.pst has reached its maximum size”

To avoid such problems, it becomes necessary to split your large PST file into smaller parts. For doing this, there are several effective methods we have discussed in this article.

Why to Split a Large PST File?

Here are some benefits of splitting large PST file into smaller parts:

• Better Performance of Outlook: Large/oversized PST file can impact the Outlook performance. Smaller files can help improve the overall performance of Outlook.
• Less Chances of PST File Corruption: Large PST files are susceptible to corruption or damage. Splitting them into smaller files can help reduce the risk of corruption to a great extent.
• Easier to Share: It becomes easy to share smaller PST files with other Outlook users.
• Better Organization: Smaller PST files can help you organize emails and other items in a more efficient way.

Methods to Split Large PST File into Multiple Smaller Parts

Below we have discussed different methods to split PST file into multiple smaller parts by size, year, and date.

Method 1: Split PST using Outlook Import Export Wizard

MS Outlook has an inbuilt feature – Import/Export wizard - that lets you export mailbox items to PST file. You can use this feature, as a workaround, to split your PST file by exporting mailbox items to multiple smaller files. Let’s see how:

• Launch Microsoft Outlook.
• Go to File > Open & Export > Import/Export.
• The Import and Export wizard will open. Select the Export to a file option and click Next.
• A new window will open. Select the Outlook Data File (.pst) option and click Next.
• Select the items/folders you want to save in a new PST file. Click Next.
• Browse and select a location to save the new PST file.
• Click Finish. It will commence the export process.

Repeat the above steps to create multiple PST files.

However, you need to note that exporting mailbox items/folders to PST files will not reduce the size of your primary PST file. You have to delete the items after the export.

Method 2: Split PST using Outlook Archive Option

You can also use the Archive option in Outlook for splitting your large PST file. Follow the steps given below to use this option:

• If you’re using Outlook 2021, 2019, and 2016, go to File > Info > Tools > Clean up old items. If you’re using Outlook 2013, click File > Info > Cleanup Tools > Archive.
• You will see the Archive window. Click the Archive this folder and all subfolders option.
• Select the mailbox folder/s that you want to archive.
• Enter the date against the Archive items older than option.
• Select the Include items with “DO not AutoArchive” checked option.

Click on OK.

The selected folders/items will be moved to a new PST file. You can repeat the steps to move more items to different PST files. This way you can split your PST file data based on date ranges.

Method 3: Split PST by Moving Items to a New PST File

There is another workaround to split PST file using Outlook options. In this, you can create new PST file and then move items from the primary PST file into it. Here is what to do:

• Launch Outlook on your Windows PC.
• Click on Home and then on New Items on the ribbon.
• Go to More Items > Outlook Data File.
• It will open the Create or Open Outlook Data File window.
• Select the location/folder where you want to save the new PST file on the system.
• Give the file a name and click on OK. The newly created PST file will be listed in the left pane in your Outlook.
• Now, select the items you want to move to new PST file and drag and drop them into the new file.

Repeat the above steps to create more PST files to move other mailbox items.

Limitations of Above Manual Methods

The methods discussed above at length are free to use. However, they have certain limitations to them.

• Required to repeat the process to create multiple PST files, which is time-consuming and tedious.
• Chances of missing mailbox items due to human errors and other technical issues.
• Not suitable for splitting multiple large PST files at once.
• Work only when Outlook is working and accessible.

An Easy Solution to Split PST File – Use a Specialized PST Splitter Tool

For splitting a large PST file into multiple smaller parts by date, size, etc., the best option is to use a specialized PST splitting tool. Stellar Splitter for Outlook is one such name that comes to mind when there is a need to split large PST files (≥50 GB in size) into multiple smaller files without any hassle.

Recommended by IT professionals and admins, this powerful tool effortlessly splits your PST file/s into smaller parts based on different criteria, such size, date, email IDs, etc. It maintains original folder structure and hierarchy in the resultant PST files. Moreover, you can use this tool to split multiple PST files simultaneously.

Here is a quick look at its key features:

• Effortlessly splits large PST files into multiple smaller files
• Splits PST files based on parameters, like date, size, email address, etc.
• Splits PST files without modifying the structure
• Allows to create batch to automate splitting of multiple PST files in a single operation
• Supports PST files of different versions of Outlook – 2021, 2019, 2016, 2013, etc.

Now, let’s look at the steps to use this software.

• Download and install Stellar Splitter for Outlook on your Windows PC.
• Launch it.
• The home screen will open. Drag and drop or click on Add PST to select the PST file in the software window.
• On the next screen, choose the Splitting Option - By Date, By Size, or By Mail ID.
• Next, click Browse under the Splitting Options section to choose a destination path to save the split PST files.
• Click on Split and wait for the software to split the selected PST file based on the chosen criteria.
• After the process is complete, you will see the Split Complete dialog box. Click OK.

A Quick Comparison: Manual Methods vs Specialized PST Splitter Tool

Tabulated below is a quick comparison between manual methods and the PST splitter tool.

Conclusion

In this article, we have learned how important it is to split a large PST file into smaller parts. The various solutions demonstrated above, by and large, should help you to split a PST file and simplify mailbox data management. Depending upon the requirement, you may use any of the free methods or the PST splitter tool to split PST files. Nevertheless, Stellar Splitter for Outlook offers a fast and secure way to split PST file into multiple files based on different criteria and with complete data integrity.