How to Split PST File into Smaller Files? Guide
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Large PST files can be challenging to handle, particularly when they hold years of emails, attachments, calendars and other data. A large PST file can slow down Outlook and become difficult to use. If users want to handle an oversized PST more smoothly they can split PST file into smaller parts using manual or dedicated solution.
In this Guide, we will explore different ways to split large Outlook PST file manually, followed by their limitations and professional method for dividing PST data by size, date, folder or other criteria.
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Benefits to Break Up A PST File into Smaller Files
Dividing a PST file into multiple smaller parts offers several advantages, including:
- Improved Outlook Performance: Large PST files can bog down Outlook, making it sluggish and difficult to access emails and data. By splitting them into smaller parts, you can boost Outlook’s overall performance and eliminate common issues like slow search results.
- Easy Backup and Recovery: Smaller PST files are more manageable when it comes to backing up and recovering data in case of loss or system failure.
- Reduced Risk of Corruption: Large PST file crashes Outlook and becomes prone to corruption, which can result in data loss. Splitting them into smaller parts minimizes this risk, ensuring the safety of your information.
- Easier Sharing: Smaller PST files are simpler to share with others, as their reduced size makes them easier to transfer between devices or accounts.
- Enhanced Arrangement: Splitting a PST file into smaller parts allows for better organization of emails and data, making it easier to locate and manage specific information.
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Manual Methods to Split PST File into Smaller Parts
Unfortunately, Outlook does not provide built-in utilities for automatically splitting an existing PST files to small parts. However, there are manual methods you can employ to reduce PST file size:
#1 Method: Using the Archive Option
- Launch Microsoft Outlook and navigate to the File tab.
- Go to the Info option, then the tool, and click on “Clean Up Old Items”.
- Select the folder you want to archive, specify a date in the “Archive items older than” box, and click the Browse button to save the archive file in your desired location.
- Click “OK” to complete the process.
#2 Method: Utilize the Import/Export Option
- Simply open your Outlook account.
- Select File, click Open & Export and then select Import/Export.
- Choose Export to a File option and click Next button.
- Now, select Outlook Data File (.PST) option from the list.
- Select folders that you want to separate or split.
- Browse location to save your split file & save it with new folder name.
- Lastly, click Finish button to complete the process.
#3 Method: Using the Move to Folder Option
- Click on the File tab, then go to Account Settings.
- See configured accounts in Outlook, and click on Data Files.
- On the Data Files tab, click the “Add” button to create a new blank PST file.
- Enter name of blank PST file and press the Ok button.
- See a new blank PST file is created in your Outlook, click Close.
- Now you can see the newly created PST file in Outlook folders.
- Go to the Home screen, open the default PST file, and select the items you want to move to the new PST file you created.
- Click on the Move button at the top.
- Choose the “Copy to Folder” option from the drop-down.
- Now you need to choose your new blank PST file from the “Copy the selected items to the folder” option and click OK. Thereafter, data will be moved from the old PST to the new PST file.
Note: You can also delete the copied items from the default Outlook PST file to reduce its size.
Limitations Of Manual Methods
While these manual methods are free, there are several limitations to consider:
- Time-Consuming and Confusing: The manual processes can be time-consuming and complicated to follow, requiring technical expertise.
- High Risk of Data Loss: There is a significant chance of data loss when using manual methods, and data security and integrity are not guaranteed.
- Technical Knowledge Required: Successfully executing the manual splitting methods requires a certain level of technical knowledge.
- Lack of Data Integrity: The manual methods do not ensure data integrity, leaving room for potential issues.
Automated Method to Split PST File into Smaller Parts
Manual methods work when users want to move small amount of Outlook data. But it can be time-consuming when you are working with large PST files or when you need to divide data according to specific criteria. In such cases, BitRecover PST Splitter offers an automated way to split large PST files into smaller parts. This tool simplifies the entire task by selecting specific folders and splitting PST data according to size, date range, email address, or other available options. The tool offers the flexibility to split PST files by year in 2 GB, 5 GB, 10 GB and 20 GB parts according to your specific requirements.
How to Break Up A PST file into Smaller Files?
- Launch the recommended tool and choose an option to add configured and orphaned PST files.
- Select the required folders based on your preference and hit the Next button.
- Browse a destination path to store processed small Outlook PST files.
- Use multiple choices to break up a PST file into smaller files by date, size, email id, etc.
- After selecting the filter option, click the Split button to split PST file into smaller parts.
- See software is splitting Outlook PST file into smaller parts, wait to complete.
Key Features of This Automated Solution
When employing the suggested software, you can enjoy the following benefits:
- UNICODE & ANSI PST Support: The software can handle both UNICODE and ANSI PST files, ensuring compatibility with various Outlook versions.
- Flexible Saving Options: Users can save the resulting smaller Outlook PST files in any desired location without limitations.
- Compatibility with Multiple Outlook Versions: This automated software works seamlessly with different versions of Microsoft Outlook, including Outlook Version 2000, 2003, 2007, 2010, 2013, 2016, 2019, 2021 and 2024.
- Folder-Based Splitting: With the “Split Outlook PST File by Folder” feature, you can easily separate PST folders, such as inbox, outbox, sent items, and received emails.
FAQs
Q1. How do I split a PST file into smaller parts?
Ans. Split PST file into smaller parts using Import/Export Option.
- Open Classic Outlook.
- Select File and click Open & Export and then select Import/Export.
- Choose Export to a file & click Next button.
- Select Outlook Data File (.pst).
- Select folder you want to split.
- Browse to location and save it with new folder name.
- Select Finish.
Q2. Can I split PST file without Outlook
Ans. Yes, users can split PST file without installing Microsoft Outlook by using dedicated PST splitting software. It allows users to split large PST files independently without requiring Outlook. This is useful especially when Outlook is unavailable, not working properly or the PST file is too large to handle.
Q3. Can I split a PST file by size?
Ans. Yes, But Outlook does offer built-in feature to automatically split an existing PST by size. A PST file can be split by specific size limit like 5 GB, 10 GB, 20 GB or another size you choose. An automatic PST splitter can create multiple smaller Outlook PST files according to the specified size automatically.
Q4. Does Outlook have a built-in PST splitter?
Ans. No. Microsoft Outlook does not offer dedicated PST splitting feature that automatically divides an existing PST file into smaller files by size. But users can manually create additional PST files and move or copy emails, folders or other data between them.
Q5. Can I split multiple PST files at once?
Ans. Yes, dedicated PST splitter tools support batch processing, using which you can split multiple PST files in one operation. This can save time when working with several large PST files.
Conclusion
Efficient management of PST files is crucial for optimal performance and data integrity in Microsoft Outlook. You can enhance Outlook’s performance, ease the backup and recovery process, minimize the risk of corruption, simplify sharing, and improve overall organization if you split PST file into smaller parts. While manual methods exist, they have limitations and may require technical expertise, making them time-consuming and potentially risky. To overcome these challenges, the above-mentioned automated application offers a user-friendly and reliable solution, ensuring smooth and efficient splitting of Outlook PST file to smaller parts without compromising data integrity or security.
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