Is your Microsoft Outlook processing slow, freezing, or taking forever to open up? Then you should check the size of your PST files. A PST file stores Outlook data like emails, contacts, calendar entries, attachments, schedules, tasks, and much more. Without realizing it, over the time they can become larger and seriously affect the performance of Outlook, especially if your PST is 40GB or more. It can cause many issues and slow down the workflow. I will address all these issues in this particular blog, and discuss how splitting PST in smaller sections can prevent it, what the possible ways for the splitting process are, limitations, proper guidelines, and which one is ideal for every user for better results. So let’s dive into it without wasting more time.
Why Splitting a Heavy PST file is Essential?
Bulky PST, mainly a 40GB PST file, not only slows down the Outlook performance but it can also lead to data corruption, lags, and system crashes as PST files as stored locally on the system. Here I’ll mention some reasons why it’s a good choice to split PST files.
- Enhance Performance of Outlook: splitting the PST file into smaller parts can speed up the running process of Outlook, as a too-big PST file can hinder every process of Outlook, even opening and closing Outlook will take too much time.
- Lowers the chances of Data Corruption: If you want to prevent data corruption and keep your PST safe and secure, it will be a great choice to split your PST file. A large PST file is more likely to get damaged and lost.
- Prevents Crashing and lagging: Outlook freezing and crashing is one of the common issues that happens because of a bulky PST file and affects the overall workflow of Outlook, and to stop it, the only solution is to lighten the PST file by splitting it.
- Smooth and Quick Email Searching: As Outlook scans the entire PST file, even if you are searching for a single email, which can be time-consuming if the file is large and splitting the file can make the process faster and much easier.
Free Manual Method to Split PST Files
If you want to divide a PST file manually, you can, as manual methods are available online without any charges, and anyone can access them. But you must keep in mind that to run the manual method, you must have some technical knowledge or guidance, as it can be complex for new users who have never tried it.
These methods are good, but as each file is handled manually, there is are risk of human errors and file or data corruption if your files are not backed up. As the process depends on the size of the PST file it can takes hours and to complete which is not very time efficient. But they can be ideal method for some who knows how these method work and how to handle if anything goes wrong throughout the process.
Method1. Make a new PST file and move items manually
Requirements: It’s a must to have MS Outlook on your system, and the PST file should not be corrupted.
This is the easiest Manual approach. You basically create a new PST file and move some emails or folders to it, making your main PST less heavy
1 step. Make a new PST file
- Start Outlook
- Select File (top left corner)
- Select Account Settings, and click Again Account Settings
- Select the Data Files tab
- Click Add, name your new PST file (for example Archive 2024) and save
2 step. Move emails to the PST
- Select the folder you want to make lighter ( for example inbox, or sent items)
- Select the emails you would like to move (selecting by, size, date or older conversations)
- Right click, Select Move > Other Folder
- Select the new PST file you created and click OK.
You can do this for each folder until you get your original PST lighter.
Method 2: Use Outlook AutoArchive to Organize Emails by Date
Requirements: Presence of Outlook is a must, should have sufficient storage, and the file should not be too old.
Outlook has a built-in feature called AutoArchive that will move older email messages to a new PST file automatically. This removes the older email messages from your mailbox and keeps the new email messages.
1: Enable AutoArchive
- Open Outlook.
- Click File > Options.
- On the left-hand side, click Advanced.
- Click AutoArchive Settings.
2: Change AutoArchive Options
- Decide when AutoArchive should run like every 7 days.
- Decide the age of the email messages to be archived like older than 6 months or 1 year.
- Decide the location of the archived PST file.
- Click OK to apply your settings.
3: Run AutoArchive Manually (Optional)
- If you want to split your PST file immediately:
- Select any folder, for example Inbox.
- Right-click on it and click Properties.
- Under AutoArchive, click Archive this folder using these settings.
- Decide the age of the email messages and PST location.
- Click OK.
Outlook will now automatically remove older emails and put them in the PST archive file, which will reduce the size of your main PST file.
Limitations of the Manual Method
The manual method for splitting PST files in Outlook can help to clean up unnecessary file space, but there are several issues and drawbacks, too. Here I’ll highlight them for you.
- Its Really Slow: If you are moving emails manually or working with the Auto Archive method, it takes a long time, possibly many hours, especially for larger PST files. It is very slow-going, complex work.
- You Might Forget Some Emails: Moving emails means you have to select which email or which folders to move the emails, and there is a chance you might forget an important email in the manual method, which is not a very pleasing experience.
- Confusing for New Users: Users who are new to Outlook might feel confused about the Outlook settings, what folders to select, and with the multiple steps involved, making it very tricky, and complex to run the process.
- No Change in Size Automatically: With manual methods, you can’t automatically split the PST files on the bases of size, which mean you have to try multiple times to achieve the result you desire.
- Outlook Can Freeze or Cause Error: If the amount of data was large, the application might freeze, lag, or even give a potential risk of system shutdown that could make the PST corrupt.
Using the Direct Method to Split PST Files and Improve Outlook Performance
If you are searching for a way that can handle the split process automatically and deliver accurate results. Then I personally recommend you to use the Gaintools Split PSTTool. Which is compatible with all latest and older version of Windows and Outlook. Its run smoothly with them, offers multiple filter options, ensure data integrity, can split one or multiple PST file at a time and much more. The process is done automatically without any manual procedure. Here I’ll list some key features of this direct tool, which has been tried and approved by the experts for splitting heavy PST files to enhance the performance of Outlook.
Safe & Secure: Splits PST files without incurring any losses, corruptions, or format issues.
Split by Size: Can chop up oversized PST files into smaller ones based on the specified size.
by Year: Can separate emails by year, easily splitting the old from new email messages.
by Folder: Select certain folders to split so your organization and email folders remain intact.
Highly Compatible: Works seamlessly with all versions of Outlook that safely encompass ANSI and Unicode PST files.
Easy to Use: Ability to use a customer-friendly interface without having any technical background.
Detailed Steps to Perform the Direct Method
Follow these simple steps to run the splitting process without any hassle:
Step1. Download and launch the Automatic tool on your computer.
Step2. Browse and add the PST file that you want to split.
Stwp3. Check the entire PST file before proceeding with the splitting process.
Step4. Set the Splitting Option by size, by folder, by year, and move on with the process.
Step5. Click Browse and choose the Output Directory where you want to save your resultant PST file.
Step6. Lastly, to complete the process, click on the Split Now button. It will be done in a few minutes.
Which Method is Ideal for Beginners?
There is no argument on it’s as both method carries their own advantages and disadvantages but here I’ll compare them on some points to deliver a clear view.
- Time Efficiency: While manual approaches are inefficient, time-consuming and lengthy, direct methods can split the data in minutes, making them far better for new users.
- Data Safety: Manual splitting leaves it open for missing emails or corrupting data, while direct methods do not, keeping all data intact and accurate, finally leading to a safer process.
- Level of Complexity: Using the manual method means involving choosing folders and technical steps that need great prep for the user, while direct methods offer simple guide operations for beginners.
- Flexibility & Options: Manual methods offer limited options for splitting methods, the direct methods allow you to split by size, year, or folder leading to better command without effort.
Ultimately, the direct method is more ideal than manual methods for the new user, for speed, accuracy, and better process experience.
Final Words
In the above article, I have mentioned every possible solution. If you’re experiencing poor performance or freezing in Outlook. It can be due to large PST files. Splitting a heavy PST file can be done manually by using Outlook’s Auto Archive feature or by creating new PST files; however, this is tedious. There’s a risk of data corruption, and these methods take a lot of time to finish. A much quicker and safer way to reduce the size of a heavy PST file and keep your data safe is by using a professional tool. Which can automatically split PST files by size, folder, or year, and is safe to use. If you want to give it a try as a beginner, I personally recommend you to use it. It comes with a free demo version packed with all the advanced features.
FAQS
Q1: Is it true that splitting a large PST file will make Outlook performance faster?
Yes, a large PST file can result faster performance by increasing improving your searching and functionality of the application.
Q2: Is the GainTools Split PST Tool safe for all versions of Outlook?
Yes, as it guarantees safe splitting of all Outlook versions without corruption or data loss in the PST file.