Outlook PST Compact: Step-by-Step Guide to Compress and Decrease PST File Size

Best Methods to Reduce Oversized PST Files in MS Outlook

Outlook users often face a common problem: the ever-increasing size of their PST files. Large PST files not only slow down Outlook's performance but also cause issues like frequent freezes, crashes, or delays when opening emails.

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If you're also looking to reduce the size of your Outlook PST file, this guide is for you.

Here, we'll explain:

• What is a PST file?
• Why does it get large?
• How to manually compress and compact a PST file in Outlook?
• And how you can safely reduce the size of a PST file using a third-party tool.
  

What is a PST file?

PST (Personal Storage Table) is a data file format for Outlook that stores all information, such as emails, attachments, calendars, contacts, tasks, and notes. As data grows, the size of a PST file increases.

Main reasons for PST file size growth:

• Storing too many emails
• Heavy attachments
• Not clearing the Deleted Items folder
• Collecting junk emails
• Not archiving Outlook
• Frequently adding old backups

When a PST file reaches 10GB, 20GB, or more, Outlook slows down.

2 Best Ways to Reduce PST File Size

Method 1: Manually Compacting a PST File in Outlook (Free Method)

Outlook itself offers a feature that allows you to compress your PST file. This is a safe method, but it can be a little time-consuming.

Step-by-Step: How to Compact a PST File in Outlook?

Step 1: Open Outlook

• Start Microsoft Outlook on your computer.

Step 2: Go to Account Settings

• Click the File tab
• Select Account Settings
• Click Account Settings again

Step 3: Open the Data Files tab

• Here you will see all your PST files.

Step 4: Select the PST file you want to reduce in size.

• Select that PST file.

Step 5: Click the Settings button

• Here you will see the Outlook Data File settings.

Step 6: Click Compact Now

• As soon as you click the "Compact Now" button, Outlook will begin compressing your PST file.

Limitations of Manual Compact

• Doesn't compress attachments
• Doesn't automatically delete deleted items and junk emails
• Size doesn't make a significant difference
• Compacting large files takes a long time
• Sometimes this process may get stuck if Outlook is slow

Method 2: Using a Third-Party Tool (100% Safe and Effective Method)

If your PST file is very large or isn't shrinking even after compacting Outlook, the best way is to use a third-party PST Compact tool.

DataVare Outlook PST Compact Expert is professional software that effectively compresses Outlook PST files without any data loss. It makes Outlook performance faster and smoother by shrinking heavy PST files. This software uses multiple compression techniques to reduce the size of the PST file, making your mailbox lighter and Outlook perform better.

Key Features of Outlook PST Compact

1. Instantly Reduces PST File Size
This tool compresses PST data to reduce the size and improve Outlook speed.

2. Attachment-Based Compression
You can significantly reduce the size of a PST file by saving attachments to a separate folder. This option is not available in the manual Outlook compact.

3. Maintains PST File Integrity
During compression, the tool ensures that the data structure of the PST file is not damaged.

4. No Data Loss Guarantee
All types of emails, attachments, folder structures, and non-email items are preserved.

5. Compress Multiple PST Files at Once (Bulk Mode)
If you have multiple PST files, you can compress them all at once.

6. No Outlook installation required
This tool does not rely on Outlook to compress PST files.

7. All Outlook versions supported
Works with Outlook 2007, 2010, 2013, 2016, 2019, and 2021.

8. Simple and clean interface
Even if you're not technically skilled, any user can easily compress a PST file.

How does the PST Compact Tool work? (Step-by-Step Guide)

Step 1: Install & open the software

Launch the software and select the PST file via "Add File / Add Folder."

Step 2: Choose the Compression Mode

The tool offers different compression options:

• Remove Attachments
• Extract Attachments
• Compress Attachments
• Compress Entire PST

Choose the option that best suits your needs.

Step 3: Set the Output Location

Select the folder where you want to save your compressed PST file.

Step 4: Press Start Compression

The software will safely compress your PST file.

Step 5: View the Process Report

At the end, you'll get a summary report showing how much space was saved in the PST file.

Who is the software most useful for?

1. People whose PST file exceeds 5GB
2. Companies that process large amounts of data daily
3. Users who want to keep Outlook fast
4. Those whose PST file is at risk of corruption
5. Those who manage attachments separately
   

Conclusion
Reducing the size of your PST file is a must if you're having trouble with poor Outlook speeds, hangs, and longer load times.

There are two choices available to you:

1. Outlook manual reducing (free but restricted)

Good, but doesn't make much difference in size
Inefficient for large PST files

2. Reliable PST Compact Tool (fast, safe, & effective)

Compresses even large PST files safely and quickly
Significantly reduces the size by separating attachments
No data loss

If you're in search of an easy, reliable, & efficient solution, an additional Outlook PST compression utility is the ideal choice.