Best Way to Break Up Large PST File into Smaller Parts

Example: Adam has been using Outlook for over 5 years at work. His PST file has grown beyond 30GB with thousands of emails, attachments, and calendar entries. Suddenly, Outlook takes several minutes to open, and sometimes it stops responding. In this situation, he splits the PST file into smaller files, which makes Outlook work faster and prevents data loss.

Why We Need to Split Large PST File into Smaller Parts?

Splitting an oversized PST file helps Outlook run without errors and keeps your data safe. Smaller files are easier to handle, organize, and store securely. More benefits we get:

• Outlook would not crash or hang when the data is divided into smaller files.
• The risk of PST file corruption goes down significantly.
• Faster performance is achieved when Outlook deals with lighter files.
• Backups and restores of data become simpler with smaller PSTs.
• It is more convenient to organize emails and folders.
• Data transfer or sharing becomes quick and hassle-free.
• You can also avoid hitting the Outlook maximum storage size limit.

Distinct Ways to Break Up Large PST File

There are different methods to split a large PST file into smaller ones. You can use Outlook’s built-in options like archive and export, or use a professional PST Split Tool that makes the process faster and safer. Both ways help you manage your Outlook data more easily. Let’s see how:

Method 1: Split Large Outlook PST File Using Archive Feature

This method helps you split a large PST file by moving older emails into a new PST file automatically. Follow the steps:

1. Firstly, start Outlook on your computer.
2. After that, select File > Info > Tools > Clean Up Old Items.
3. Further, select Archive this folder and all subfolders.
4. To proceed, select the folder you want to archive (for example, Inbox).
5. Meanwhile, select a date to move all items older than that date.
6. Later, browse to set a location and name for the new PST file.
7. Finally, select OK to start the archive process.

Method 2: Export Data into Multiple PST Files

This method lets you export specific folders into different PST files, helping you to break up large PST file into smaller parts. Steps can be defined as:

1. Initially, open Outlook and go to File > Open & Export > Import/Export.
2. Afterward, select Export to a file, then select Next.
3. Further, select Outlook Data File (.pst) and hit Next.
4. To proceed, Pick the folder you want to export (e.g., Inbox or Sent Items).
5. Meanwhile, select a location and provide a name for your new PST file.
6. Lastly, repeat these steps for other folders until all the large data is split.

Method 3: Split PST File into Smaller Parts

This method allows you to create a fresh PST file and manually move selected emails or folders into it. The procedure can be followed as:

1. At first, start Outlook and go to File > Info > Account Settings > Account Settings.
2. After that, select the Data Files tab and click Add.
3. Further, create a new PST file and save it in your desired location.
4. To proceed, go back to Outlook and drag emails or folders from the old PST file to the new one.
5. At last, repeat the process until your data is divided into smaller PST files.

Faster and Secure Way to Break Up Large PST File

The PST Splitter Tool is a powerful software designed to break large PST files into smaller, more manageable parts. It allows you to split multiple PST files at once based on size, date, folder, or even the sender’s email. Not just emails, the tool can also split PST files containing contacts, tasks, calendars, and other Outlook items. The best part is that it keeps the original folder structure intact, so nothing gets misplaced. On top of that, it comes with several advanced features.

Also Read: Microsoft Outlook Email Management Tools

Follow the steps to complete the process:

1. At first, download, install, and launch the PST File Splitter on your PC.

2. Afterward, select Add Files and upload the PST files you want to split.
3. To proceed, once the files are added, press Next to continue.

4. Meanwhile, select the required folders and choose a splitting option (by size, date, folder, etc.).

5. Further, set the destination path and apply any optional settings if needed.

6. Finally, select Split to start the process.

Manual vs Professional Processes

Factor	Manual Methods (Archive/Export/Move)	Professional Method (PST Splitter Tool)
Ease of Use	Requires multiple steps, a bit technical.	Simple interface, easy for all users.
Speed	Slow, especially for large PST files.	Fast, can split files within minutes.
Splitting Options	Limited (by folder, archive date).	Multiple (by size, date, folder, email ID).
Risk of Data Loss	Higher if not done carefully.	Very low, maintains complete data safety.
Folder Structure	It may get messy if not organized manually.	Keeps original folder hierarchy intact.
Batch Splitting	Not possible (one file/folder at a time).	Yes, supports bulk splitting of PST files.
Backup & Restore	Harder to manage with many manual PSTs.	Creates well-structured, smaller PST files.

Conclusion

Splitting a large PST file is essential to keep Outlook running smoothly and to avoid the risk of data corruption. Manual methods like Archive, Export, and moving data into a new PST can work for smaller files. But they are time-consuming and come with various limitations. On the other hand, a professional tool offers a faster, safer, and more flexible way to break up large PST file into smaller parts without losing any data. For better results, many users also depend on Microsoft Outlook Email Management Tools to handle their emails more efficiently and keep their data organized.

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