Deleting redundant and unusable emails regularly is always good to keep a check on PST
file size, but this is not enough. Reducing the size of PST file, using the mailbox cleanup tool, and compacting the PST
file are also essential measures in this regard. In fact, it is crucial to
employ these techniques to reduce the PST size
because once the PST file-size reaches its threshold limit, it starts
interfering with the normal functioning of Microsoft Outlook and in extreme
cases, and the oversized PST file may cause corruption errors in this
When the daily communication including sending
and receiving emails, calendar updates, routine and vital tasks, journals, etc. make a regular entry in Outlook then
the outcome is ‘oversized PST’ in due course of time. Taking suggested measures
to keep the Microsoft Outlook database file-size in check is always useful, but as the data grows, the conventional methods may not be as successful. At
some point, the increased size of Personal Storage File or PST starts to
interrupt the functioning of Outlook and users may have to take help of a software-based solution to compact the size of
Why compact PST file? And
how does Compacting help?
The need to compact the PST file arises when
the oversized PST file results in one or more of the following Microsoft
Slowness in Microsoft Outlook
Corruption errors in Outlook or Outlook PST file
Performance issues in Outlook
Outlook not responding on opening
The compacting of the PST file in MS Outlook
2016, 2013, 2010 prevents it from corruption and helps to improve the Outlook
Methods to Compact Outlook 2016, 2013, 2010 PST File
Manual Methods: a. Use ‘Compact Now’ option in Outlook b. Use Mailbox Cleanup tool c. Archive old emails in PST
Software Method to compact PST
A concise list of
steps for all the manual methods – ‘Compact Now’, ‘Mailbox Cleanup tool’ and
‘Archive Old Emails’ are as follows:
Outlook 2016, 2013, 2010, users can archive their mail items online, either
automatically or manually, as required.
PST file with the help of the manual
method is easy, but these methods have
limitations like these are not viable to compact large PST files. Moreover, these methods can only work to compact
the PST file until the time it has not
reached its threshold limit.
Software method to Compact PST
A software such as Stellar Toolkit for Outlook manages and optimizes Outlook database files. The software helps the users to compact PST files and enables the following:
Extracts attachments in a new or separate folder
Compacts all attachments as
new PST file
Facilitates automated compaction
Removes all attachments and
save as new PST file
The software also allows users to split the PST files as per size,
date and email ID.
And if in case the PST file gets corrupt then the toolkit helps repair the corrupt PST and removes further chances of PST file corruption.
Most PST files should be compacted regularly. Even the Outlook Administrators suggest this, but users often fail to do so. The online archiving has helped users to compact PST file in MS Outlook, but this facility is limited to the latest versions. However, online archiving is not the ultimate solution when the PST file-size grows beyond the threshold limit. With Microsoft utilities facing limitations to compact the size of overgrown PST, all that is required is install software such as Stellar Toolkit for Outlook. The software compacts the PST file in MS Outlook 2019, 2016, 2013, 2010 and earlier versions and also helps manage the PST with its wide range of functionality. Along with the Compact feature, the toolkit has various advanced software to deal with Outlook Data file i.e. Repair PST, Split and Merge PST, Convert OST to PST, Compact PST, deleted email recovery, Outlook duplicated remover and PST Password Recovery.
Eric Simson is an Email Platform Consultant and is associated with Stellar Data Recovery from last 6 years. He writes about the latest technology tips and provides custom solutions related to MS Outlook, MS Exchange Server, Office 365, and many other Email Clients & Servers.