How to Split Outlook PST File Into Smaller Parts Step by Step?

If you have been using Microsoft Outlook for a long time, there are chances that your Outlook PST file size will increase with time. If the PST file size has increased too much, you may face performance issues while working with Microsoft Outlook.

Outlook application starts working abnormally, and there may be chances of sudden shutdown of email applications or you may find it lagging. Furthermore, PST files are prone to corruption and any damage to those files can lead to loss of entire mailbox data.

This is the reason why it is advised to keep mailbox data stored in multiple PST files. To achieve this, you must know how to split large PST file into smaller parts. This will reduce the chances of losing all the data in the mailbox and minimize the damage in case the PST file gets corrupted due to any reason. So, to read this article and know the best tips and tricks.

Brief Overview of PST File

A PST file i.e. Personal Storage Table is a central repository of Outlook elements which includes emails, calendars, contacts, tasks, notes, journals, etc. There are two types of PST files i.e. ANSI and Unicode files. The ANSI PST file has a predefined storage limit of 2 GB and it is supported by Outlook 2002 and earlier versions of it.

On the other side, Unicode PST file has remarkably increased storage capacity and it is supported by Outlook 2003 and later versions of it.

After knowing about Outlook files, let us now discuss the methods for splitting them.

How Do You Split Outlook PST files into Smaller Parts Manually?

Manual Method 1- Archive Large PST File

Archiving old Outlook PST files helps reduce mailbox size and split large PST files into smaller segments. The steps to archive an Outlook mailbox are mentioned in the following section:

1. Open Microsoft Outlook 2021, 2019, 2016, 2013.
2. Choose the PST file that you need to split.
3. Click on the File tab and select Info > Select Cleanup Tools.
4. Choose the Archive tab from the available options.
5. After that, a dialog box will appear, press the “Archive this folder and all subfolders” option.
6. Now choose a folder from the list.
7. Next, the option Archive items older than will pop up. Choose proper dates to split PST files into smaller parts.
8. Click Browse to select the destination location of the new file. 
   
9. Then, repeat the same process to create more files as per the requirements.

Note: The default name of the resultant file is Archive PST. After providing the storage location, click the OK button. 

Manual Method 2 – Use Import/Export Option to Break Data

You can split Outlook PST file into smaller parts using the in-built Import/Export feature. So, to know how to complete this manual task, follow the steps mentioned below:

1. Run the Microsoft Outlook on your local system.
2. Create a new Outlook file.
3. From the Inbox, select New Items >> More Items >> Outlook Data File. A window will open, here provide the storage location for the resultant file, tap OK.
4. You can now access the newly created Outlook PST file in the application window.
5. Now, run the application again, click the File tab >> Open & Export >> Import/Export to split Outlook PST file into smaller parts.
6. A window will appear, tap on the Export to a file option from the list and click Next.
7. Press the Outlook Data File (.pst) and click Next.
8. After that, select the folder that you need to export data from and select Next.
9. Now, click the Browse button to choose the folder as required.
10. Open Outlook Data Files window will appear. Choose the file to which you want to export data and click OK.
11. Now, choose a proper option from the given alternates and click on Finish.

Manual Method 3 – Break the PST File by Creating a New Folder in Outlook

This approach encompasses the establishment of a new folder followed by the thorough migration of the data contained within the Outlook mailbox to this newly formed folder. It is imperative to adhere to the guidelines provided below for the efficient division of large PST files associated with Outlook 2003, 2007, 2010, 2013, 2016, 2019, and 2021 versions.

• Begin the process of initiating the Microsoft Outlook email client application on your system. Navigate to the File menu and select “New >> Outlook Data File.”
• A new dialog box will appear, prompting you to select a PST File. Once selected, proceed by clicking the “OK” button.
• A subsequent dialog box will open, allowing you to create a new folder. Name this folder according to your preference.
• Select the folder you wish to transfer to the newly created file. Proceed to the Edit Menu and click on “Move to New Folder.”
• A dialogue box titled “Move Items” will appear. Click on the “New” button to proceed.
• A window titled “Create New Folder” will open. Name this folder as desired.
• Next, specify the location where you wish to save the newly created folder. Select “New PST File” and click the “OK” button.
• Finally, proceed to transfer the items from the PST file to the newly created folder by clicking the “OK” button. This action will conclude the process of splitting the large PST file.

Limitations of Manual Methods

Manual solutions always come with various drawbacks for individuals. let us discuss the drawbacks of manual methods in the below section

• While performing these methods there is no guarantee of data security. Plus there is a chance of data loss permanently.
• These manual processes are time-consuming and require all your attention without any carelessness
• These methods require the proper technical knowledge to perform the steps.
• Performing this task is not easy as one can easily lose command over the procedure at any given moment.

Conclusion

After reading this article, you now know how to split Outlook PST file into smaller parts using multiple methods. Therefore, you can choose the desired solution that best suits your needs.

However, manual methods have some limitations such as being time-consuming and requiring some technical expertise. So, in this case, there are various professional methods available in the market that provide solutions full of technical expertise with the advanced features. These will apps to make the whole process hassle-free.