Archive Older Messages
The archive. pst file can be created and updated at any location you specify, usually your local hard drive. Archived items are removed from your Outlook mailbox size and moved to the archive file based on the settings you determine.In normal cases, when the users delete an old Outlook OST file, there are chances that the email messages will not be deleted. Users are able to synchronize the account with Exchange Server and retrieve the Outlook data back. But, when the EDB file is inaccessible, users need a solution to recover corrupt OST file.
Manage Mailbox by Reducing OST File
- Delete the items that are not required anymore.
- Open Folder List view.
- Click on the File tab, click on Account Settings and then select Account Settings.
- Next, under the Data Files tab, select the file that is required to compact and then click on Settings.
In Outlook, choose File > Info > Cleanup Tools > Mailbox Cleanup.
- First, choose the View Mailbox Size option which scans the size of your mailbox and all of the subfolders.
- Next, pick the options to Find older or larger items which you can delete directly from the results to cleanup the Outlook mailbox size.
By default, a Unicode pst-file or ost-file can grow as large as 20GB in Outlook 2007 and 50GB in Outlook 2010, 2013, 2016, 2019 and Office 365. However, the technical limit lies at 4194304GB (which is 4096TB or 4PB) and the default limit can be adjusted.
This is why you need to occasionally compact Outlook data files. Compacting Outlook data files reclaims the space that is unavailable because it was previously occupied by an item. This can greatly reduce the amount of space that the OST or PST file occupies on your hard drive, and helps Outlook function efficiently.
Reduce your mailbox size
pst). Often, the cause of a large mailbox is a large Deleted Items folder. The tool provides a button to view the size of your Deleted Items folder and empty your Deleted Items folder. Occasionally, Outlook will store conflicted items in a folder called Conflicts.OST file contains entire mailbox data which has been gathering since your user account has been created. From then, none of the data has been deleted and OST files have become oversized creating an error “ OST file too large”. The large sized OST file contains the components such as: Hidden items.
Compress individual pictures
- To compress all pictures in your document, on the ribbon, select File > Compress Pictures (or File > Reduce File Size).
- Select an option in the Picture Quality box.
- Click Selected pictures only or All pictures in this file.
1.Compress files to "zipped" directory or file program.
- Locate the file or folder that you want to compress.
- Right-click the file or folder, point to Send to, and then click Compressed (zipped) folder.
- A new compressed folder is created in the same location.
In this section, you'll use the Reduce File Size command to dramatically reduce or compress the size of a PDF file.
- In Acrobat, open a PDF file.
- Choose Document > Reduce File Size.
- Select Acrobat 8.0 And Later for file compatibility, and click OK.
- Name the modified file.
- Minimize the Acrobat window.
In this section, you'll use the Reduce File Size command to dramatically reduce or compress the size of a PDF file.
- In Acrobat, open a PDF file.
- Choose Document > Reduce File Size.
- Select Acrobat 8.0 And Later for file compatibility, and click OK.
- Name the modified file.
- Minimize the Acrobat window.
Open Outlook and click “File.” Choose “Info” from the sidebar menu and click “Cleanup Tools” found in the Mailbox Cleanup section. Click the “Empty Deleted Items Folder,” which will permanently delete all the mail you previously placed in Trash. Hover over an individual email in your inbox to determine its size.
Locate the file that you want to compress. Right-click the file and then hover your cursor over the "Send To" option. Select "Compressed Folder." Depending on the size of the file, you may have to wait a short period of time for it to be compressed. Right-click the ZIP file that automatically appears on your desktop.
Outlook Data Files (. pst) created by using Outlook 2013 or Outlook 2016 are typically saved on your computer in the DocumentsOutlook Files folder. The offline Outlook Data File (. ost) is also saved at drive:UsersuserAppDataLocalMicrosoftOutlook.
To compress a PST file manually, you can open the folder that contains your Outlook PST file and use built-in Windows compression technology to save the file to a ZIP archive.
A few simple ways to reduce mailbox size are:
- Delete large Outlook emails and attachments.
- Use Mailbox Cleanup utilities.
- Compress the Outlook data file (PST)
- Try third-party Outlook management tools like Compress PST, Split PST, Remove Duplicates, Attachment Management.
How to Fix Outlook Data File Has Reached The Maximum Size Error?
- Go to Start button >> Run.
- Here, type regedit in the Open box and press OK.
- Expand My Computer option after expand HKEY_CURRENT_USER.
- Next, expand Software >> Policies.
- Expand Microsoft >> Office.
- Now, expand:
Some of the possible reasons behind the creation of multiple OST files include: Outlook can create 2 OST files if you have multiple Outlook IMAP profiles configured; for example, one default and one created by you. The second OST file could be an old file or may be associated with a different Exchange account.
How to attach a folder to email in Outlook:
- Starting in Windows Explorer, navigate to the folder you want to email.
- Right click on the folder itself.
- In the menu that pops up, choose “Send to”, then choose “Compressed (zipped) folder”
- Rename the zipped folder if necessary, then hit enter.
In Outlook, choose File> Cleanup Tools > Mailbox Cleanup. Do any of the following: View the total size of your mailbox and of individual folders within it. Find items older than a certain date or larger than a certain size.
The OST PST Viewer is an application that allows you to view PST files without Outlook by using an Outlook-type interface. The free version of this application allows you to open, view and search PST files without Outlook. The PRO version has many more features, but at a cost.
By default, an Microsoft Outlook PST file is located at: “C:Users AppDataLocalMicrosoftOutlook” under Windows 7 or Vista and at: C:Documents and Settings Local SettingsApplication DataMicrosoftOutlook under Windows XP.
Open a .pst file
- On the File menu, point to Open, and then click Outlook Data File.
- Click the . pst file that you want to open, and then click OK. Note: The name of the folder that is associated with the data file appears in the Folder List. To view the Folder List, on the Go menu, click Folder List.
How to change Outlook Data Files to new location (new folder
- Account Settings -> Data File Tab select your account and open location. [00:29]
- Close Outlook Application before cut your data file. [01:02]
- Paste your data file on new location folder. [01:26]
- Click change folder and select inbox until show. [02:54]
What to do when the Outlook PSTfile is missing?
- Begin by browsing to the folder where your PST file was located.
- Right click on the Outlook Files.
- From the menu list, you can choose Restore previous versions.
- The Folder Properties dialogue will now open with the Previous Versions tab enabled.
