If you use Microsoft Outlook for email, you may have encountered a situation where your PST file (Personal Storage Table) becomes too large, which can cause performance issues and even data loss. In such cases, splitting the large PST file into smaller parts is an effective solution. In this article, we’ll discuss how to split a large PST file into multiple smaller parts using two different methods.
What are the Benefits of Splitting PST File into Multiple Smaller Parts
There are several advantages to splitting a large PST file into multiple smaller parts. Here are some of the key benefits:
- Improved Performance: When a PST file becomes too large, it can slow down the performance of your Outlook application, causing it to run slowly or even crash. By splitting the file into smaller parts, you can improve the performance of Outlook, ensuring that it runs smoothly and efficiently.
- Reduced Risk of Data Loss: Large PST files are more susceptible to corruption or data loss, which can be catastrophic if you rely on Outlook for important emails and data. By splitting the file into smaller parts, you can reduce the risk of data loss and ensure that your emails and data are safely stored.
- Better Organization: If you have a large number of emails and data stored in your PST file, it can be challenging to find what you need quickly. By splitting the file into smaller parts based on specific criteria, such as date or sender, you can organise your emails and data more effectively and locate what you need with ease.
- Easier Backup and Restore: If you need to back up or restore your Outlook data, having a smaller PST file makes the process much easier and faster. Instead of dealing with a large, unwieldy file, you can work with smaller, more manageable files, reducing the risk of errors and ensuring that the backup and restore process is smooth and seamless.
Method 1: Split Large PST file in Outlook 2019, 2016, 2013, 2010, or 2007
To split a large PST file in Outlook 2019, 2016, 2013, 2010, or 2007, you can use the import/export method. This method works for all versions of Outlook and involves creating a new PST file and then transferring data from the original file to the new one.
Here are the steps to follow:
Step 1. Open Microsoft Outlook on your Windows computer.
Step 2. Click on “File” in the navigation bar, then select “Account Settings,” and then choose “Account Settings” again from the dropdown menu.
Step 3. In the “Data Files” tab of the dialog box that appears, click the “Add” button.
Step 4. Select “Outlook Data File (.PST)” and click “OK” to create a new PST file.
Step 5. You’ll be able to see the new PST file in the “Data Files” tab.
Step 6. To transfer data from the original PST file to the new one, click on “File,” then select “Import,” and the Import/Export wizard will appear.
Step 7. Choose “Export” and click “Next.”
Step 8. Select the original Outlook data file and click “Next” again.
Step 9. Choose the specific items and folders you want to export, including subfolders if desired.
Step 10. Select the location where you have the newly created PST file and click “Finish.”
Step 11. The selected data will be exported to the new PST file, effectively splitting the original PST file into smaller ones.
Also Read: How to Combine Outlook PST Files: Add Multiple PST Step-by-Step
Method 2: Split PST File into Multiple Smaller Parts Using Outlook Archive
Step 1. Open Microsoft Outlook and navigate to the “File” tab.
Step 2. Select “Cleanup Tools” and then “Archive.”
Step 3. Choose the date range for the emails you want to archive and select the folder(s) to archive.
Step 4. Click “OK” and Outlook will create a new PST file for the archived emails.
Limitations of Both the Manual Method
While the manual methods I described above are effective for splitting a large PST file, they do have some limitations. Here are some limitations of each method:
Import/Export Method Limitations:
- You need to manually select the folder(s) to export and specify the size limit for each new PST file, which can be time-consuming if you have a large number of folders to export.
- You’ll need to set up your email accounts again in the new PST file, which can be a hassle if you have multiple accounts or if you’ve customized your settings.
- If you delete the original emails after exporting, you won’t be able to access them from the original PST file.
Archive Method Limitations:
- You can only split the PST file by date, not by size or other criteria.
- The archived emails are moved to a separate PST file, which may not be ideal for some users who prefer to keep all their emails in a single file.
- If you delete the original emails after archiving, you won’t be able to access them from the original PST file.
Method 3: Splitting Large PST File into Multiple Smaller Parts Using Smart Tool
While manual solutions exist to break up large PST files, they have limitations and may not be suitable for all users. Instead, we recommend using a safe and secure tool such as the SysTools Split PST Software to split PST files without relying on Outlook.
This software offers a variety of features including the ability to break up PST files based on size, date, year, folder, email ID, and category. With its user-friendly interface, users can easily split PST files ranging from 1 MB to 1 TB without any data loss. By this tool, users can efficiently manage their data and improve the performance of their Outlook application.
Features of Smart Tool That Helps in Splitting PST files into Smaller Parts
- Can break PST file into smaller files without the loss of any data.
- Supports both ANSI and UNICODE file format.
- Users can make new folders to store the PST file if required.
- Designed with a user-friendly interface that provides results in a few simple steps.
- Users can break up PST file of size 1 MB to 1 TB.
- Provides 6 Unique Ways to break up Outlook PST file:
- Break the PST File by date.
- Cut PST file by size.
- Break the PST file by year.
- Divide Large PST file by Folder (i.e. Contacts, Message, etc.).
- Separate Outlook PST by Email ID.
- Truncate PST by different categories.
Software Quick Steps to Split Large PST File into Smaller Parts
To split a PST file into smaller parts using a professional solution, follow these steps:
Step 1. Download and run the tool on your computer.
Step 2. Add the PST files or folder(s) that you want to split, and then browse the destination path to save the resulting files.
Step 3. Choose the desired split option based on your preference, such as splitting by size, folder, date, year, email ID, or category.
Step 4. Check the summary of split information, and then click “Next” to proceed.
Step 5. The process of splitting the PST file into smaller files is now completed.
Also Read: How to Merge PST Files without Duplicates in Outlook – Quick & Simple Steps
Splitting large PST files into smaller parts can be a crucial step towards managing your Outlook data more efficiently and improving its performance. While manual methods are available, but they have their limitations and can be time-consuming. Instead, we recommend using a reliable and secure tool such as SysTools Split PST software that provides various features to split PST files based on size, date, year, folder, email ID, and category.
FAQs Regarding Splitting Large PST File into Smaller Parts
Q1. Why should I split my PST file?
A: – Splitting a large PST file into smaller parts can help you manage your data more effectively, prevent data loss, and improve the performance of your Outlook application.
Q2. Can I split my PST file using built-in tools in Outlook?
A: – Outlook provides a feature to archive old data to a new PST file, but it does not have an option to split an existing PST file. You need a third-party tool to split your PST file into smaller parts.
Q3. What is the maximum size of a PST file that I can split using a third-party tool?
A: – The maximum size of a PST file that you can split depends on the tool you use. Most tools can split a PST file of up to 50 GB or more.
Q4. Is it safe to split a PST file?
A: – Yes, it is safe to split a PST file using a reliable third-party tool. However, it is always recommended to take a backup of your original PST file before splitting it.
Q5. Can I split my PST file based on specific criteria, such as date or email ID?
A: – Yes, most third-party tools provide options to split a PST file based on specific criteria, such as date, year, email ID, and category.
Q6. Will splitting my PST file affect my Outlook data?
A: – No, splitting a PST file does not affect your Outlook data. However, it is always recommended to take a backup of your data before making any changes.
Q7. How long does it take to split a PST file?
A: – The time it takes to split a PST file depends on the size of the file and the speed of your computer. In general, splitting a PST file of up to 10 GB takes a few minutes.