Learn How to Reduce Size of Outlook Data File
This is one of the most regularly occurring queries that I have seen across while browsing via different forums as well as communities. Some users experience a file size problem while using Outlook. As Outlook stores all its data in PST, the file format to manage the complete Outlook data. Moreover, the data can store in PST file format up to a certain limit. In a case of MS Outlook 2002 and earlier editions, PST data files were ANSI that has 2 GB of size limit. Whereas for MS Outlook 2003 and later editions, UNICODE PST is created that has the size limit up to 50 GB. When a size of MS Outlook is oversized then, various difficulties are faced while utilizing Outlook on the system. Moreover, because of this PST files become inaccessible and occurrence of various errors. So, there is a need to reduce mailbox size in Outlook 2013, 2013, 2010, etc. In the write-up, we will discuss the errors and the way to reduce size of Outlook data file and compress MS Outlook file size.
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Errors Due To Oversized Outlook Data File
Here are some errors that appear when the Outlook PST file too large to open and read:
The file could not be added to the folder. The action could not be completed
The file xxxx.pst has reached its maximum size limit.
Errors have been detected in the Outlook PST file. Quit all mail-enabled applications.
Error 0x80040116: Outlook.pst cannot be accessed
Error 0x80040119: An unknown error has occurred
Need to Minimize the Size of PST Data file
After understanding the above section, the cause to reduce size of Outlook data file is obvious. However, in case, you are not facing the above-mentioned errors, but there is a performance issue in Outlook then, there are chances that MS Outlook file is oversized. Even though the maximum size limit of UNICODE PST file is up to 50 GB, Outlook will create an issue like slow performance, time consumption in synchronization. In addition to performance issues as well as the occurrence of errors, a large size of PST file may lead to corruption of Outlook PST file at the end. Thus, in the manner to prevent all this from happening, it is important to minimize size of PST file and make it compact pst file size.
Manual Methods to Reduce Size of Outlook Data File
There are various manual methods, which can help to minimize size of PST file. Some of them are:
1. Compact PST File
Compact PST file is one way to decrease Outlook PST file size. When users permanently delete some data item then, that space is noticeable as white or blank space reduced. Outlook removes this white space in the manner to increase the performance and to use that remove space for new data items. When this space inhabits more than 20% of space of PST file, Outlook automatically deals PST file in the background which can help in compact PST file size.
It is to be noted that after minimizing the size of, 5% of white space that is left by Outlook for reasons of performance.
2. Deploy 2 GB Truncation Utility
This Truncation utility is introduced by Microsoft to reduce size of Outlook data file. The software will reduce size of the files that have been corrupted because of exceeding in the 2 GB size. It is recommended to decrease PST file size (at least 20 to 25 MB) in a way to get the Outlook PST file back in possible condition. It is recommended to backup of the original MS Outlook PST file after that the truncation utility should be utilized.
3. Archive PST File
Archiving is another way, which can be utilized to reduce size of Outlook file. The users can archive PST data the useful data items residing in a diverse PST file after that delete the data from original Outlook PST file and which can decrease PST file size and also compress MS Outlook size.
4. Delete Unwanted Items
Deleting unwanted data items from the file will be helpful for the users to minimize the size and compress MS outlook file within the pre-defined size limit. They can download the embedded attachments after that, store them on the machine. After that, they can remove from Outlook data file which can decrease PST file size.
Conclusion
Great care should be done by Outlook users when it comes to the PST file. If the size of the Outlook PST file exceeds a pre-defined limit, there are various changes due to which PST file will end up in getting corrupted. So, there is a need to reduce Outlook PST file size.