How to Reduce PST File Size without Outlook and with Outlook?

Rollins Duke   
Published: December 15th, 2023 • 9 Min Read
This article will explained you best ways to reduce PST file size with ease. Receiving large PST files cause a lot challenges. Read this step-by-step guide to find out top 5 easy techniques to quickly reduce large PST file size in just a few easy steps.

When using Microsoft Outlook, all your mailbox items like emails, attachments, and contacts are stored in an Outlook data file, either PST or OST file. If you’re someone who sends or receives numerous emails with attachments every day, your mailbox can quickly fill up, surpassing its size limit. As you continue to send and receive emails, your Outlook mailbox grows larger. You should reduce PST file size because having a large mailbox can result in slower performance when opening and searching for emails, and some email providers impose size limits on mailboxes.

If you receive a message indicating that your mailbox has exceeded its size limit, deleting messages and folders can provide temporary relief. However, if you store your data in an Outlook Data File (.pst), it may not automatically shrink in size, and there’s also a risk of file corruption, rendering your data inaccessible. Today, we’ll explore top 5 techniques on how to reduce large PST file size online free. We’ll cover both manual and professional methods, giving you options to choose from.

Recommended: Easy Steps to Compact OST Files without Outlook

Top 5 Ways to Reduce PST File Size with Outlook

Microsoft Outlook provides several inbuilt features to reduce large PST files size. We will discuss some easy-to-use manual methods in upcoming sections. You can use BitRecover Solutions and manual methods to reduce large-size PST files by following these methods:

#1 Method: Compact PST File Option to Decrease Size

For Outlook 2013 and newer versions, there’s a “Compact Now” feature that removes unused space from the PST file. This helps compress the file and decrease its size. Outlook automatically performs this task if the file contains more than 20% unused space. You can also manually reduce PST file size by following these steps:

  1. Start Outlook and go to File then open Account Settings.
    account settings
  2. In the Account Settings window, select the Data Files tab.
    data files
  3. Thereafter, choose the .pst file you want to compact and reduce PST file size.
    select account
  4. Click on Settings or double-click on the PST file and choose Compact Now.
    reduce pst file size
  5. See compacting PST file process is running, please wait to finish.
    compacting pst file

#2 Method: Inbuilt Tools to Cleanup and Archive Mailboxes

Microsoft Outlook offers several built-in mailbox cleanup and archiving tools to reduce PST file size as mentioned below:

tools to reduce pst file size

You can use these options available under Tools to decrease PST file size. Let’s know the working of each inbuilt mailbox cleaning tool.

1. Mailbox Cleanup

This feature allows you to view mailbox sizes so users can easily find and delete large-size mailboxes. Outlook’s mailbox cleanup tool also has separate options like Find items Older than, Find Items Larger than, Auto Archive, View deleted items size, etc. You can use these mentioned choices to reduce large PST file.

mailbox cleanup

2. Empty Deleted Items Folder

As we all know, when we delete emails from Outlook then emails are moved to the Trash folder. Hence, you need to choose the Empty Deleted Items option from the Tool to delete everything from the Trash folder to reduce large PST files without third-party software.

empty trash folder

3. Clean Up Old Items

MS Outlook also offers a separate option to clean up old items for decreasing PST file size. You can follow these steps to clean up old items.

  1. Enable Archive this folder and all subfolders option.
  2. Select your Outlook profile including subfolders.
  3. Fill in a specific date to archive items older than.
  4. Also, enable the Include items with the “Do not AutoArchive” checked option.
    how to reduce pst file size after archiving
  5. Click Browse to choose a destination path to store archived PST.
  6. Lastly, hit the Ok button to start arching old items.

4. Set Archive Folder

This option allows you to set up the one-click archive to store specified old emails. You can use this option to move archived items to a specific folder.

how to reduce archive.pst file size

  1. Select a folder from the default folders to archive data.
  2. You can also use the new option to create a new archive folder.
  3. Thereafter, click the Ok button to start the archive process.

#3 Method: Removing Duplicate Data

Having many duplicate emails contributes to oversized PST files. To address this issue, you can remove duplicate emails in PST file. However, there are various causes for email duplication, such as incorrectly configured rules, short send/receive intervals, improper mailbox settings, incorrect account setup, or third-party antivirus scanners. To successfully remove duplicate email messages, you need to identify and resolve the underlying cause.

  • If you want to import PST files to Outlook, then don’t forget to enable the “Do not import duplicates” option to stay away from duplicates.
    do not import duplicates
  • You need to check configured accounts in Outlook, if seeing a duplicate account then remove it instantly.
    how to reduce pst file size
  • Use built-in features to clean up conversations, clean up folder, and clean up folder & subfolders as shown in the figure below.
    decrease pst file size

Note: You can also use Outlook Duplicate Remover Software to reduce PST file size by removing duplicates.

#4 Method: Additional Options to Reduce PST File Size

You can also use some additional inbuilt features for reducing PST file size as given below.

  • Delete Single Email: Select unwanted emails from your Outlook mailbox folders and delete them one by one using the Delete the Item option.
    delete the item
  • Delete Multiple Emails: Outlook also allows its users to check multiple email messages to delete them at once.
    delete option
  • Import/Export Wizard: You can also use Import/Export Wizard options to reduce the PST file size according to requirements.
    import export
  • Move Folder: Experts and MVPs also suggest moving folders to decrease PST mailbox size.

What to Do If the Manual Methods Fail?

It’s important to note that manual methods to compress PST file may not always be effective, especially when dealing with corrupted PST files. Additionally, the manual methods require an active MS Outlook installation. However, there’s no need to worry. In the next section, we’ll introduce you to an exceptional approach for reducing archive PST files without relying on Outlook.

Read Similar: Fix Outlook Mailbox Full After Archiving Error Quickly

Method 5: Use Software to Reduce PST File Size without Outlook

If you’re an Outlook user, you may encounter situations where your data becomes vulnerable to corruption due to large file sizes. To avoid constant PST file corruption, you can break up a PST file into small parts. This can be achieved effectively using a BitRecover Split PST Tool, which allows you to manage PST files based on different sizes.

The Software provides all the necessary features, enabling you to decrease oversized PST files effortlessly. This utility allows you to reduces size of large PST files based on dates, predefined size limits, and sender/receiver email addresses, ensuring efficient management of your data. By following the professional method, you can simplify the task and achieve peace of mind.

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How to Reduce PST File Size with Direct Solution?

Here are the following steps to provide an effective solution for reducing PST file size by using the software to reduce the PST file size:

  1. Visit the official website of the software or click on the provided link. Download and install the software on your computer.
  2. The software will detect the configured profile and the source location. If you prefer to add PST files manually, click on the Select Files or Select Folders button.
    outlook configured location
  3. Check the “Recovery Mode” button if you need to decrease the size of corrupted PST files.
    recovery mode
  4. The application will automatically scan all your PST files and present them for preview. Select the files you wish to include based on your requirements.
    select folders
  5. Click “Next” and choose the destination path. Modify your splitting options by accessing “Split Options”.
    destination location
  6. Enable the required options to reduce large PST files according to your need.
    reduce pst file size without outlook
  7. Lastly, Initiate the reducing  process by clicking “Split.” Once completed, click “OK” to reduce large PST files and access your files from the chosen path.
    software to reduce pst file size
Wrapping Up

Overall, It is essential to reduce PST file size for maintaining a well-organized Outlook mailbox. By following manual methods such as archiving, compacting it, cleanup tools, and removing duplicate data, you can make significant progress in managing large-sized PST files. However, if these methods prove ineffective or if you’re dealing with corrupted files, a professional approach using a smart method is highly recommended. After you reduce large PST files, you can ensure optimal performance and accessibility to your Outlook data. Say goodbye to the frustrations of a bloated mailbox and embrace a more streamlined email experience.

Have Doubts? Get Answered

Ques 1: How to reduce PST file size in Outlook 2007?

Ans: Instructions to decrease PST file size in Outlook 2007 and 2003:

  1. Run MS Outlook 2007 on your computer.
  2. Choose File >> Data File Management.
  3. Select Outlook Data File (PST) that you wish to compact.
  4. Click the Compact to start reducing PST files.

Ques 2: How to reduce archive.pst file size?

Ans: First import the archive.pst file to Outlook, then use the compact option to reduce the archive.pst file size.

Ques 3: Where does Outlook store archive.pst files?

Ans: You can go to C:\Users\User Name\Documents\Outlook Files\archive.pst to get archived PST files by default. However, some users use the Browse option to choose a specific destination path to store archived PSTs.