How to Compact PST File in Outlook [Step-by-Step Guide]

Daily, users exchange emails with large attachments that cause PST files to expand significantly. Even after deleting these emails, Outlook does not immediately reduce the file size of the PST. For this, users need to compact PST file size to eliminate the unused space in Outlook. Learn the top 5 techniques along with an automated Cigati PST Compact Tool to shrink a large PST file. We’ll discuss both manual and professional solutions, giving you the flexibility to choose.

Reasons for Increased PST Size & Its Consequences

Listed below are some of the reasons why the PST file size may have been increased. Take a look:

• Continuous email data accumulation in the mailbox.
• Sending or receiving emails with heavy attachments like videos. PPTs, etc.
• Deleted emails are not permanently removed. They left the unused space, which is removed when the file is compacted.
• Numerous folders or nested folders add to the file size.
• The presence of corrupted or oversized messages adds to the PST file size.

Now, let’s look at some of the consequences of having a large PST file that makes users shrink PST file. Have a look:

• Outlook becomes unresponsive while sending, receiving, and opening emails.
• Large PST files are increasingly susceptible to corruption, putting your emails at risk.
• Big PST files occupy significant storage space on your hard drive.
• If the PST is too large, it can cause Outlook to freeze or crash unexpectedly.

Top 4 Techniques to Compact PST File in Outlook

Given below are the various techniques to compact a PST file. We can do this both manually and with the help of a specialized tool. Let’s look at both methods one by one. 

Technique 01: Compact Outlook PST File Using Import/Export Feature

Perform the following steps to start the process:

1. First, launch Outlook and click on the File tab.
2. Then, select Account Settings > Account Settings > Data Files.
3. After that, a list of all PST files will be displayed. Choose the one you need to compact.
4. For the selected PST, open its Settings > Compact Now.
5. The Outlook will begin reducing the file size.

Technique 02: Compacting PST File By Archiving Old Emails

The following are the steps to follow to begin compacting the PST:

1. Begin by opening MS Outlook.
2. Click on File > Tools > Mailbox Cleanup > Archive.
3. Then, choose the option Archive this folder and all subfolders.
4. After that, select the folders that you wish to archive.
5. Next, set a date range if you wish to, and specify the location to save the archived file.
6. Now, click on the Ok button to start archiving. 
7. Once the process is completed, follow Technique 01. 

Technique 03: Remove Unnecessary Items 

Use the following steps to delete the unused or unnecessary data:

1. In Outlook, navigate to the Deleted Items and Junk Email folders.
2. Then, right-click on the folder and choose Empty folder.
3. Now, go to Search > Size > Large Mail to find emails with large attachments.
4. Delete them and check other folders to delete the unnecessary or unwanted emails.
5. Then, to remove the unused space, follow the steps of Technique 01.

Technique 04: Compress PST File Without Outlook Using a Specialized Tool

The Cigati PST Compress Tool is a robust tool that helps users reduce their PST file size. Users have the opinion to compress even multiple files at once, without losing any data. Also, a built-in preview feature allows users to verify the mailbox items before the compression. Additionally, users can decide whether to compress attachments or save them separately in a folder. The user can also save the resultant file wherever they want to.

Simplified steps to compact Outlook PST File:

1. Download, install, and run the tool on your PC.
2. After that, choose File Type as Microsoft Outlook (.pst).
3. Then, pick the Single File option to import the PST file and press Open.
4. Now, tick the folders that you want to compress and preview them. Click Next to continue.
5. Use the additional settings to refine the process. 
6. Then, tap the Path to Save button to choose the preferred location to save the file.
7. Finally, tap on Start Compression to begin compacting the file. 

Conclusion

A cluttered PST file can affect Outlook performance and can even lead to corruption. To manage it efficiently, the best solution is to compact PST file. One can try the manual techniques, like using the built-in Compact Now feature in Outlook. Also, by removing unnecessary emails and archiving the old items. When these manual techniques don’t work, switch to a specialized Cigati PST Compress Tool. This tool not only reduces the PST file size but also prevents corruption, ensuring a clutter-free mailbox.

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