There are plenty of Outlook users, and many are using email client since it was first released. Nowadays it becomes the first choice of the individual as well as organizations as it is the most famous email client in the globe. Many users prefer to store their files data in various Outlook accounts. But when several PST files are lying down, it becomes very hard for the users to manage the PST file properly. Therefore, in this blog we are going to show you how you can merge your Outlook PST files in a accurate way. Here our main focus will be on merging the files and move all data to one file without damaging or losing PST files data.

So the right solution to these issues would be one PST, a file, with all your important data. In addition, there are several other reasons to combine Outlook PST files. But the question arises as to how to combine all PST data files into a single Outlook PST file. In this article we are going to give you a selection of multiple methods of merging Microsoft Outlook PST files and move all the redistributed data to one file, but without this you will damage or not lose the PST file data.

Why Merging PSTs?

Before we move on to the methods of merging PST files, find out why it is important to merge multiple PST files into a single one. Every user has different purpose behind merging Outlook PST files, but there are several common reasons why users want to merge or combine their multiple PST into a single file. Thus, we refer to situations where merging PSTs would be the best possible solution for the users.

• You may need to merge PSTs when merging an old account.
• Combining PSTs is the best option when it comes to backing up your files
• If you are looking to merge your social, personal or work related accounts, merging is the best solution.
• When you switch to another service, say an exchange, then the merger may be helpful.
• When you receive files from a team, family member, organization, or any other group, uniting is the easiest way to manage this data on one PST file.

Now we’ll look at why merging is considered a better option in many scenarios. Sometimes, managing PST files can be very difficult. And the only solution to these issues is that you need to attach your entire data from different files to one PST file. And the biggest problem arises, how do we do that? There are two ways to merge your PST file data; You can do this manually or using a third-party tool. It is up to you which option to choose. There is a high chance that users will be confused, which is the worst situation for them because it can cause them a lot of damage or data loss. With that in mind, we’ve taken all of these issues into account as we’ve created this blog so that users can safely merge their Outlook PST files into single one with their integrity.

Merge PST Data Files Manually

The manual method is not clear-cut; it is a two-step process. Follow the steps to merge your multiple PST file data into single PST file.

Step 1: Create a New Outlook PST File

1. First of all you need to Open Outlook, and after that select the Home tab.
2. Then click New Items → More Items → Outlook Data File
3. Here browse the path to save the file, give it a name, and click ‘OK’.

Now your New Outlook PST file is created successfully

Step 2: Import Outlook Data to New PST file

At this point, the data in the existing PST files will be transferred to the new file created in step 1.

1. Open MS Outlook, and then go to ‘File’ → ‘Open’ → ‘Import’ option.
2. The ‘Import/Export’ wizard opens up next.
3. Select ‘Import from another program or file’ option and then click ‘Next’.
4. Select ‘Outlook Data file (.pst)’ to import that files type and click ‘Next’.
5. Click on the ‘Browse’ button to select the PST data file for importing and click ‘Next’.

Note: Select the options as per your need (shown in the screenshot above).

6. Choose the folder that you need to import into the new PST data file.

Note: checkmark on sub-folder in case of partial selection of folder.

7. At last just click on the Finish button.

By following the above steps, you are now able to easily merge multiple PST files in Outlook 2019/2016/2013/2010/2007 and 2003. You can repeat the same steps if you have too many PST files that you want to merge them. Now, we will discuss instant techniques to easily merge PST files into an Outlook PST file.

Merge Outlook PST Files Instantly

Merging PST files seems a bit complex in a manual way, because in manual method you have to follow a lot of steps with full attention; because not doing so increases the chances of loss of your data or may damage your files data, which can affect your workflow and cost precious time & money. Therefore, if you want to save your precious time and money, without causing any harm to data. You really need to use a professional method to accomplish this task. Regain PST Merger tool is an incredible solution to merge or combine multiple Outlook PST files into a single PST file with no file size issues. It keeps your data away from the dangers of corruption or data loss.

When the PST file size exceeds the maximum file size limit, it can lead to data loss or damage of files in adverse circumstances. The larger the PST size, the greater the concern for Outlook users. So you have to use some methods to control Outlook PST file size and space on your system. Nowadays, PST files are more vulnerable to corruption as they operate in Unicode format and larger PST size can also affect the performance of Outlook.

In this blog we are going to discuss all the possible ways to divide a large PST file into many small and manageable PST files. The solution we are going to adopt to do this task can often be used in all versions of MS Outlook.

Why You Need Splitting Large PST File?

If you see, you will find various reasons for splitting large PST files, out of which we have mentioned some common reasons below:

• When the size of your PST file becomes large, the operation and speed of your MS Outlook starts to slow down.
• Users refuse to store data items in PST file folders if the PST file is not allocated to the space, or it is left with very limited repositories.
• A large PST file, when exceeding its allowable limit, makes PST file data inaccessible to users.

Manual Techniques to Split Oversized PST File

Microsoft does not provide an inbuilt tool to split large sized PST files. Therefore, we have identified several methods that can be used manually to make it possible for us to break huge PST files in Outlook 2019, 2016 and other versions as well.

1. Reduce PST Size with Import/Export Process
2. Use Move to Folder Option for Managing Large PST File
3. Use Archive Wizard for Reducing PST File Size

Method 1: Reducing PST Size with Import/Export Process

The Import / Export Wizard is not only used to move data files to MS Outlook, but it is also used to split PST files in MS Outlook.

Split the complete PST files by following these given directions:

Step 1: Launch MS Outlook, click à ‘File’ à ‘Account Settings’  à ‘Account Settings’

Step 2: Now a dialog box will appear; Click ‘Add’ button under ‘Data Files’ tab.

Step 3: Again a new dialog box will open; enter name and type as ‘Outlook data file (.pst)’ and click à ‘OK’ to create a new PST.

Step 4: You can view this newly created PST file under Data Files

Step 5: Now, click ‘File’ à ‘Open & Export’ à ‘Import/Export’

Step 6: Now go to the ‘Import and Export Wizard’ and select ‘Export a File’. After that click ‘Next’ button

Step 7: Now in this ‘Export File’ window; you are required to choose ‘Outlook Data File (.pst)’ and then click ‘Next’ to move further.

Step 8: Select Folders for Export and check the Enable Subfolders option if you want to export subfolders.

Step 9: Now, let’s take a look at the storage location of the exported file and select the options to prevent the exported duplicate item from being exported. And, click Finish

Step 10: Set a password for creating a password for PST file or just cancel it by pressing on the cancel option.

Method 2: Use Move to Folder Option for Managing Large PST File

Let us try another method for splitting over-sized PST files with the use of this Move to the Folder option. Follow these step by step procedures that we have mentioned below:

Step 1: Open Outlook, go to the File and click à Account Settings à Account Settings.

Step 2: A dialog box will open; click the ‘Outlook Data Files’ option and select the oversized PST file that needed to be split and click on ‘OK’ option.

Step 3: Move to home page and open your Outlook profile with the default PST file and select the items you want to move to the new PST file you created in Step 2.

Step 4: now you need to click the ‘Move’ button from the ribbon and select ‘Copy to Folder’ option.

Step 5: Select all data from the default PST file so that it can be moved to new one.

Step 6: You can delete the copied items from the default PST file to reduce its size.

Method 3: Use Archive Wizard for Reducing PST File Size

You can also follow the mentioned procedure of this Archive Wizard for reducing the size of your PST file in Outlook:

Step 1: open MS Outlook and go to the ‘File’ à click on ‘Info’ à ‘Tools’ à ‘Clean up Old Items’

Step 2: now select ‘Archive this folder and all subfolder’ as shown below in the screenshot; choose a date to Archive older items and click ‘Browse’ to save the Archive file to the desired location and after that click ‘OK’ button.

With the help of these methods, you can save large PST file issues by reducing its size and saving the old data items in the desired location in Outlook and so that you can use them when needed.

Limitations of Using Manual Techniques for Splitting PST File:

We recommend the user to always try a professional tool to split a large PST file, as there are various reasons behind not using manual techniques. To know these reasons in better way, you can look at some of the limitations of manual methods that we have mentioned below:

• It consume lots of time of users while performing the splitting process.
• Lots of technical expertise is needed to execute its complex process
• Chances of PST data corruption is also high in this manual methods
• It does not provide any guarantee of data security and integrity

Best Technique to Split PST File without Outlook:

A manual way to split large-scale PST file works brilliantly and helps users prevent corruption and bug fixes. But, if any user wants to perform the splitting if their large files quickly and that too without the installation of Outlook in the system, then a third-party tool is best choice for the user. There are plenty of tools available on the market, but what I recommend is Regain PST File Splitter as it is also trusted by IT experts.

This Split PST File utility has all the properties of professional desires that work very quickly on any size of PST file and splits files 100% accuracy without losing data. You can easily use this tool to split files data items in Outlook 2019/2016/2013/2010 and other versions too.

Follow the steps given below to split a bulky PST file:

Step 1: First of all, Run Regain PST Splitter Software

Step 2: Select PST file for Scanning

Step 3: Select the given option to Split PST file

Step 4: Choose the Destination location to save Split PST files

Step 5: Click Next to Complete the Process.

Step 6: finally your selected PST file is successfully spitted into multiple small PST files, now just click ‘Finish’ to end the process.

Final Words:

As we mentioned, MS Outlook has several techniques for splitting large PST files that exceed the allowable storage limit or that reach the maximum storage size limit. Therefore, keeping in mind your comfort and convenience, we have discussed about both manual and automated solutions in this blog in detail. As you can see, manual methods are not a direct way to split PST files; they are just temporary solutions, while the professional tool method is the best option without interrupting the PST file.

Outlook application data files are storehouse all your e-mail, sent items, notations, etc. The mailbox hierarchy is stored as shown in the data file. But, there is no need for users to creating the data file manually because Outlook automatically performs all the work, after the user creates the new Outlook profile.

Sometimes, users require a lot to add a new PST file for backup and archiving purposes. Whenever any employee leaves the organization, at that time the manager want to access the employee’s email, so that at later on the manager can add the employees Outlook account PST to his account accurately without any issues. Similarly, there may be other circumstances when a user needs to close and remove data files. MS Outlook allows all such actions inside the application and the steps are simple.

Add new PST file in Outlook

1. Start with modern versions of the MS Outlook application, such as 2019, 2016 and 2013.
2. Click New Items, then select More Items, and finally move to Outlook Data File.

3. Now Browse and select PST file of different account and just click OK to proceed further.  
4. A new mailbox is presented in all associated folders.

There is another method by which you can easily add a new PST file. You can do this with the Windows account settings.

1. Go to the File Info, and click Account Settings, then Report Accounts again. 
2. Now in Account Settings window, you need to click on ‘New’ option and then follow these steps to add a PST file.

Close PST file in Outlook

When you receive an email from an added PST file and no longer need such a PST file, then you can close it so that the Outlook profile does not look confusing. Here some simple steps are given to close Outlook data file quickly:

1. Select profile, right click on it and click Close ‘Outlook Data File’ from the drop down list. It will immediately close the profile.

Remove PST file in Outlook

An active Outlook account requires a PST file, so sometimes you want to delete the data file completely because it is no longer needed. If you want to remove a PST file, then you need to remove the data file. We’ve listed a few steps below, after which you can easily remove your data files.

1. Go to the file Info and then click on Account settings >> Account Settings.
2. In Account Settings window; select the desired data file to be removed and click the Remove button. Now, it will ask you to confirm your choice. Just Click ‘Yes’ button.

Outlook PST file

Personal Storage table (PST) is an Outlook data file that stores all Outlook items such as copies of messages, calendars, contacts, notes, tasks, events, etc. It also contains all the mailbox items of Exchange account, Microsoft 365 account, IMAP/POP account, etc. In addition to adding, closing, and deleting data files, you can use other actions on the PST file, such as taking an archive or exporting a separate PST file. Both these actions are necessary to keep the Outlook healthy and safe and the user should be aware of these steps as well.

Archive Outlook data file

You can move your Outlook data elements that you want to save to the archive, a separate Outlook data file (PST), so you can open them from Outlook at any time you need. This increases the security factor of the Outlook user account.

1. Go to the Account Information, click on the Cleanup Tool category and here you need to click on the archive option.
2. Select the folder you want to archive from various options and browse the location of the archive folders. Click OK 

Export data to a PST file

By exporting your Outlook data, you will create a separate PST file. When an email is transferred to a PST file, it includes any attachments, but it does not import Meta data – for example, folder properties; Notification rules; and blocked the list of senders. When email, calendars, and contact information are exported from Outlook to the PST file, it prepares copy information and nothing is removed from Outlook. You can still view your data on Outlook. To export the data to PST file follow the instruction given below:

1. Go to the Open and Export category and click on the Import / Export option
2. Select the second option to export the file. Click Next.

3. Now, Select Outlook Data File (PST) option and Click Next.

4. Select folders to export from different folders available, check the Enable subfolder option. Click the Filter button to also use the filters. Then click Next.

5. Now you will get three options for managing duplicate items. Browse to save the PST file to any folder. Click Finish.

Wrapping Up

The Outlook PST file is a key part of any activity. You can perform many types of actions on it, but you cannot lose its data. If the PST file is corrupted or deleted, you must immediately use Inbox Repair software to identify and retrieve the data. To provide more security, you can use a professional Regain Outlook PST Repair tool that can recover data from corrupted Outlook data files within short time.