Updated On - August 24, 2023 by Henry Bray |Reading Time: 8 minutes
In the fast-paced digital age, email communication has become integral to both personal and professional spheres. As a result, our inboxes often accumulate substantial data over time, leading to larger and more unwieldy PST files. These PST files, which store your mailbox data such as emails, contacts, calendars, and more, can impact Outlook’s performance and overall efficiency hence there is a need to split PST in Outlook.
In this blog post, we will delve into why PST files become problematic when they grow too large and explore the benefits of splitting them whether using the latest Outlook 2019 or working with earlier versions like Outlook 2010; effective management of PST files is crucial to maintain optimal email performance and organization. We’ll also walk you through the step-by-step process of splitting your PST files into different Outlook versions, providing practical solutions to keep your email management streamlined and hassle-free.
Why Do You Need to Split 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 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 more significant concern for Outlook users. So, you must use some methods to control Outlook PST file size and space on your system.
- MS Outlook performs slowly and sometimes hangs due to increased PST file size.
- Outlook refuses to only store data items in PST file folders if the PST file is allocated to the space or is left with limited repositories.
Manual Guide to Split PST Files in Outlook
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.
- Reduce PST Size with the Import/Export Process
- Use the Move to Folder Option for Managing Large PST File
- Use Archive Wizard to reduce PST File Size
1st Method: 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 steps:
- Launch MS Outlook, click ↠ File ↠ ‘Account Settings’ ↠ Account Settings
- Now, a dialogue box will appear; click the ‘Add’ button under the ‘Data Files’ tab.
- Again, a new dialogue box will open; enter your name and type as ‘Outlook data file (.pst)’, and click ↠ ‘OK’ to create a new PST.
- You can view this newly created PST file under Data Files
- Now, click ‘File’ ↠ ‘Open & Export’ ↠ ‘Import/Export ‘
- Go to the ‘Import and Export Wizard’ and select ‘Export a File’. After that, click the ‘Next’ button
- Now, in this ‘Export File’ window, you must choose ‘Outlook Data File (.pst)’ and click ‘Next’ to move further.
- Select Folders for Export and check the Enable Subfolders option if you want to export subfolders.
- Now, let’s look at the exported File’s storage location and select the options to prevent the exported duplicate item from being exported. And click Finish.
- Set a password for creating a password for the PST file or cancel it by pressing the cancel option.
2nd Method: Use the Move to Folder Option for Managing Large PST File
Let us try another method for splitting oversized PST files using this Move to the Folder option. Follow these step by step procedures that we have mentioned below:
- Open Outlook, go to the File, and click ↠ Account Settings ↠ Account Settings.
- A dialogue box will open; click the ‘Outlook Data Files’ option, select the oversized PST file that must be split, and click on the ‘OK’ option.
- Move to the home page, 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.
- Now, click the ‘Move’ button from the ribbon and select the ‘Copy to Folder’ option.
- Select all data from the default PST file to move it to a new one.
- You can delete the copied items from the default PST file to reduce its size.
3rd Method: Use Archive Wizard to reduce PST File Size
You can also follow the mentioned procedure of this Archive Wizard for reducing the size of your PST file in Outlook:
- Open MS Outlook and go to the ‘File’ ↠ click on ‘Info’ ↠ ‘Tools’ ↠ ‘Clean up Old Items.’
- Now select ‘Archive this folder and all subfolders’ 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 the ‘OK’ button.
With the help of these methods, you can save significant PST file issues by reducing their size and saving the old data items in the desired location in Outlook so that you can use them when needed.
Limitations of Manual Methods:
We recommend the user 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 a better way, you can look at some of the limitations of manual methods that we have mentioned below:
- It consumes lots of time for users while performing the splitting process.
- Lots of technical expertise is a must to execute its complex process.
- The chances of PST data corruption are also high in these manual methods.
- It does not provide any guarantee of data security and integrity.
Professional Utility to Split PST Files without Outlook:
Manual methods to split large-scale PST files works effectively; however, due to their drawbacks and loopholes, they are unsuitable for all scenarios. Also, to split PST files in Outlook quickly without installing Outlook, users can use a third-party tool such as Regain PST File Splitter, as IT experts also trust it.
Regain PST splitter tool has all the properties of professional desires that work on any PST file size and splits files with 100% accuracy without losing data. You can easily use this tool to split files and data items in Outlook 2019/2016/2013/2010 and other versions. Below are the steps of Regain PST splitter tool to split PST files.
Follow the steps given below to split the bulky PST file:
- First of all, Install and open Regain PST Splitter Software
- Click on the Open and select PST file for Scanning.
- Now, the software will scan the PST files and display a preview of the added PST files.
- Click on Next from the ribbon bar. The following wizard gives you several options to split PST files.
- Select the splitting option according to your need and click Next.
- Following, browse the folder to save the resultant split PST files and click Next.
- Finally, your selected PST file is successfully split into multiple small PST files; now click ‘Finish’ to end the process.
As you can see, the steps to split PST files using the Regain PST splitter tool are very straightforward. Apart from the easy steps, the tool offers several user-oriented features.
Features of the Regain PST Splitter Tool
The Regain PST Splitter Tool offers a range of powerful features designed to simplify the process of splitting large PST files, allowing users to optimize their Outlook performance and organization. Here are some of the standout features you can expect from this tool:
- Multiple Splitting Options: Regain PST Splitter offers various splitting options, allowing users to choose how they want to divide their PST files. These options include splitting by size, date, email ID, and folder structure, providing flexibility to cater to different organizational needs.
- Preservation of Data Integrity: During the splitting process, the tool maintains the integrity of email data, ensuring that none of the vital information, such as attachments, metadata, and folder hierarchy, is compromised.
- Compatibility Across Outlook Versions: The Regain PST Splitter Tool is designed to work seamlessly with various versions of Microsoft Outlook, including Outlook 2019, 2016, 2013, and 2010. This compatibility ensures that users can utilize the tool regardless of their Outlook version.
- Preview Functionality: Before finalizing the splitting process, users can preview the data included in each new PST file. This feature helps users make informed decisions about how to split their data effectively.
- User-Friendly Interface: The tool boasts an intuitive and user-friendly interface, making it accessible to novice and experienced users. The straightforward design guides users through the splitting process step by step.
- Batch Splitting: Regain PST Splitter supports batch processing, allowing users to split multiple PST files simultaneously. This saves time and effort, particularly for users with large PST files.
- Data Security: Regain PST Splitter operates locally on your computer, ensuring the security and privacy of your sensitive email data. No data is sent to external servers during the splitting process.
As we mentioned, MS Outlook has several techniques for splitting large PST files that exceed the allowable storage limit or reach the maximum storage size limit. Therefore, considering your comfort and convenience, we discuss manual and automated solutions in this blog. As you can see, manual methods are not a direct way to split PST files; they are just temporary solutions, while the professional tool is the best option without interrupting the PST file. Last, you can use the Regain PST splitter tool free version and check the software skills and compatibility without spending a penny.
Question1: Why do I need to split large PST files?
Ans: Large PST files can lead to Outlook performance issues, slow responsiveness, and potential data loss. Splitting them helps maintain a smooth email experience and prevents these problems.
Question2: Does Microsoft provide a built-in tool to split PST in Outlook?
Ans: No, Outlook doesn’t offer an integrated solution for splitting PST files. However, external methods or tools are the ways.
Question3: What are the manual methods to split PST files in Outlook?
Ans: The blog discusses three manual methods:
- Reducing PST size with Import/Export
- Using the Move to Folder option
- Utilizing the Archive Wizard
Question4: Why is Regain PST Splitter recommended?
Ans: The Regain PST Splitter tool offers multiple splitting options, preserves data integrity, supports various Outlook versions, provides preview functionality, and ensures user-friendly batch splitting while maintaining data security.
Question5: Is there a free version of Regain PST Splitter available?
Ans: Yes, the blog mentions that users can utilize the accessible version of Regain PST Splitter to test the tool’s capabilities and compatibility before purchasing the full version.
Question6: Will there be any change in data integrity and folder hierarchy after splitting the PST files?
Ans: No. The software doesn’t alter the originality, or folder hierarchy in any way. Be assured about getting the same folder hierarchy and data originality at any cost.