Tips to Break or Divide an Oversized Outlook PST File into Multiple Parts

As per the common observation, the performance of MS Outlook starts degrading gradually as the size of the PST file tends to grow. This could sometimes result in complete inaccessibility of Outlook if attention is not paid or proper measures are not taken. Basically, this happens due to the file size limit of PST in Outlook, which is mere 2 GB in MS Outlook versions 97, 2000 and 2002 (XP); 20 GB in MS Outlook 2003 and 2007 versions. However, in the latest versions i.e. MS Outlook 2010 and 2013 this limit is considerably increased to 50 GB. 

 

Maximum problems are faced in the earlier versions due to very less size of PST. Avery simple solution to avoid this problem is splitting the PST file. It can be easily performed by moving the data items of the PST file to another PST or location with the help of the options that are available in MS Outlook itself. Firstly, you can simply move the PST file data items to other folders by using the option ‘Move to Folders’. Secondly, you can archive the data items that are not being used by using ‘Archive’ option. Thirdly, use ‘Import and Export’ option to send or receive the data items from one PST file to another.

We will go through the complete process of all the three methods by following which you can easily move the PST file data items and split the file yourself.

Moving data items of PST by using ‘Move to Folders’ option:

1. Launch MS Outlook application.
2. Select File tab and click New -> Outlook Data File
   
   
   
   
3. A ‘New Outlook Data File’ dialog box pops up from where choose the Office Outlook Personal Folder File
4. Now click OK. Another dialog box Create Microsoft Personal Folders appears. Give the name to new PST by typing in the text box.
5. Choose the folder (s) that you want to move to the newly created PST file.
6. Now select the Edit menu and click on the Move to Folder option.
7. Here a ‘Move Items’ dialog box pops up where you need to click New option
8. Again a dialog box ‘Create New Folder’ appears. Provide a name to this folder by typing in the Name text box.
9. Choose ‘Select where to place the folder’ option and click new PST file followed by OK.
10. Now in the ‘Move Items’ dialog box check that new folder in new PST file is selected and then click OK.

Moving data items of PST by using ‘Archive’ option:

1. Launch the MS Outlook application.
2. Choose the PST file from which items need to be moved to a new PST. Select the File tab and click Cleanup Tools box.
    
   
3. A drop down list will appear from where select Archive option.
4. Now a dialog box appears which has ‘Archive this folder and all subfolders’ box which is usually checked. In case it is unchecked then check it.
5. Make selection of the folder that you need to move.
6. From the Archive items older than option choose a date.
7. Choose the location of the new PST file by clicking on Browse. Assign a name to it and click OK.

You can easily access this PST file using MS Outlook.

Moving data items of PST by using ‘Import and Export’ option:

1. Launch the MS Outlook application.
2. Select the File menu -> Account Settings -> Account Settings
3. In the ‘Account Settings’ dialog box select Data Files tab and click Add
4. Again a dialog box ‘Create or Open Outlook Data file’ pops up. Choose the location of the new PST and assign a name to it. Then click OK and finally Close to exit Account Settings window.
5. Again select the menu File -> Open -> Import
6. The ‘Import and Export Wizard’ dialog box appears. Select the ‘Export to a file’ option and click Next
   
   
7. Make selection of the PST file and click Next
8. Now choose the folder from which you want to export the data items. Double-click on the folder to expand it and select the items followed by Next button.
9. Now by clicking Browse option, choose the location of the file and assign a name to it by typing in the text box and then click OK.
10. The ‘Create Outlook Data File’ window pops up. If you want to password protect it then apply a password otherwise click Cancel.

All the aforementioned options of splitting the PST file i.e. Move to folders, Archive, Import and Export are available in MS Outlook itself. These can be used by the user to manually move the data items contained within the PST file to another location so as to reduce its size. Although these methods are quite useful but a user who does not have knowledge about the technical criticalities might find difficulty in performing them or a busy administrator might not find out ample time to do them. In such a case, a user-friendly commercial tool to split the PST file does the needful. Kernel for PST split software is one such PST file splitter that requires no prior technical knowledge to perform the operation. It efficiently splits the large sized PST into small chunks. You can try out its free demo version and get to know the functionality of the software. http://www.splitpsttool.net

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Managing of Attached Files in MS Outlook is no more a Big Hassle

Today, the ratio of users using MS Outlook as an email client has increased drastically. The important aspect to note is that MS Outlook store emails along with its attachments. But with the passage of time as MS Outlook gets populated with large amount of data, the performance of the system gets affected. 

To make you understand, consider a scenario where you want to search out the particular PST file among other PST files present in a database. Now, with such a vivid database, it will definitely take a longtime to complete the searching process. There are other issues attached with heavy collection of attached files. In fact, the most common consequence with email attachments is that at times users find it difficult to download Outlook Attachments. Today, many IT experts recommend processing the attached files in the Microsoft Outlook messages, in a proper manner because of various reasons like -

• To save space in the mail base (PST-file);
• To have the files stored on the protected file server;
• To protect the files using password-protected archives;
• To ensure that the sent files remain unchanged till it reaches its destination;
• To protect individual from getting received files which at times get blocked by Outlook Security;
• To overcome from situation where have to deal with received ZIP files (unzip it automatically).

However, every important files that appear as attachments do take too much of mail base space, and need time for saving. Adding to that, manual process to clean-up mailbox is also a very time-consuming procedure.MS Outlook 2013 understands this very well and so provides Attachment Processor application. This Attachments Processor is proficient Outlook attachment management software that easily extracts attachments from the emails. With this software one can efficiently archive the attached files and manage those that were blocked by Outlook. This helpful tool grants you a wide range of attachment options and possibilities. Using this tool, it is very easy to extract attachments, restore deleted attachments. It has got both - Simple or Advanced mode. Both the modes facilitate seven main naming patterns for the folder where the attachments are saved, and the same for renaming attachment file. With so much to offer, one got to be very well aware of various technicalities of MS Outlook. 

 

The other option that one can very easily opt is taking help of a third party attachment management application like Kernel for Attachment Management. This Kernel for Attachment Management facilitates with an advanced Add-in that can be easily utilized in efficiently managing email attachments. An individual operating this application can very well administer email attachments of selected mailbox folder along with incoming emails.

The key attributes of the software are:

• Provides user with an option to even password protect the .zip files.
• Provides “Append a unique count in file name,” “Do not save file,” and “Overwrite file” options to effectively administer already existing attachments.
• Allows user to repair attachments into their respective email messages.
• Provides an alternative to save the selected attachment-processing rule as template.
• Enables to instantaneously process the attachments or even schedule a job for automatic processing of attachment 

 

The real benefit of using Kernel for Attachment Management software is it helps in effectively managing the size of PST file. Large sized PST file degrades the performance of MS Outlook, but with this tool on can easily process email attachments. Besides this, the software also manages email attachments of selected mailbox folder along with all incoming emails. A user may also keep attachments separately, and can even share it with ease. An individual operating this software can even define his or her rules in order to manage the attachments in incoming emails automatically. All it takes is just few minutes to compress PST files in a single click. The software provides all the necessary solution that could eases out entire attach-reattach procedure. For more information about the software visit here : http://www.outlookattacmentmanagement.com

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