How to Split PST Files - A Comprehensive Guide

Do you use MS Outlook for emails, calendars, contacts, and more? If so, you might be familiar with PST files, or Personal Storage Tables. These files are essential for storing all your Outlook data, but there's a catch. As these PST files grow over time, they can cause a range of problems. From slowing down your Outlook performance to risking data loss and file corruption, large PST files can become a real headache.

In this guide, we'll explore both manual method and third-party Split PST Tool to split PST files into manageable parts. Whether your PST file has grown too big or you're simply looking for the best way to manage them, this post is designed to assist you.

Main reasons to Split PST file

PST files are like the backbone of MS Outlook, storing everything from emails to calendar events. But what happens when this file gets too big? Here's why you might consider splitting a PST file into smaller parts:

Improved performance: Large PST files can slow down Outlook's performance, leading to frustration and wasted time. By splitting PST files, you can enhance the speed and responsiveness of Outlook, ensuring a smoother user experience.

Avoiding file corruption: When a PST file exceeds its size limit, it becomes more susceptible to corruption. This could lead to data loss or even make the file entirely unusable. Splitting the file helps in avoiding this risk.

Easier data management: Managing a gigantic PST file can be a cumbersome task, especially if you want to find specific information. By dividing it into smaller files, you can organize your data more efficiently, making it easier to navigate and locate what you need.

Reduced risk of data loss: Large PST files are more prone to errors and issues that can result in data loss. By keeping your PST files at a manageable size, you minimize this risk, keeping your vital information safe.

Facilitates backup and transfer: Backing up or transferring a large PST file can be a slow and challenging process. Splitting it into smaller parts can make these tasks quicker and more manageable, especially if you need to share specific segments of your data with someone else.

Compatibility across different Outlook versions: Different versions of MS Outlook have different size limits for PST files. If you are using multiple versions, splitting the files ensures that they remain compatible and accessible across all the versions you're using.

How to manually split PST files?

Manually splitting PST files can be a handy solution when you need to keep your Outlook data organized and maintain optimal performance. This task can be accomplished using different methods in various versions of Outlook, including Outlook 2019, 2016, 2013, and earlier versions. Here's how:

Method 1: Split PST files using Import/Export process

This approach allows you to create a new PST file and export specific data to it, providing flexibility and control over which Outlook items are moved. It is particularly useful when you want to segregate data for different purposes or projects without affecting the original content. With this method, you can ensure that only the necessary data is transferred, minimizing the risk of unnecessary duplication or loss of information.

1. Open MS Outlook and go to the File
2. Select Account Settings and click on the Account Settings
3. From the Account Settings window, select Data Files Tab and click on the Add button
4. Enter the file name, select Outlook Data File (.pst) from the Save as type list, and click on the OK button
5. Go to the File option, select Open & Export, and choose the Import/Export option
6. In Import and Export Wizard, select Export to a file and click on the Next button
7. In Export to a File window, select Outlook Data File (.pst), and click on the Next button
8. Select the folders you want to export, check the Include subfolders option, and click the Next button
9. Click on the Browse button and provide a location where you want to save the exported file.
10. Select the Do not export duplicate items option and click the Finish button.

Method 2: Reduce PST file size using Archive Wizard

Archiving old items is another way to reduce the size of your main PST file. By relocating older emails and attachments that are no longer actively needed but still worth preserving, the Archive Wizard can help maintain the efficiency of your Outlook application. This not only helps in managing the file size but also organizes your data systematically, making it easier to navigate and find information when required.

1. Open MS Outlook and go to the File option
2. Select Info, click on the Tools and choose Clean Up Old Items option
3. From the Archive screen, select a folder, choose Archive this folder and subfolders option
4. Select a date from the Archive items older list
5. Click on the Browse button to save the Archive file and click on the OK button.

Method 3: Split PST files using Move to Folder option

This method involves creating a new PST file and moving selected items to it, offering a tailored solution to manage your Outlook data.

1. Launch MS Outlook and go to the File option
2. Click on the Account Settings and select Account Settings
3. From the Account Settings window, select the Data Files tab and click on the Add to create a new PST file
4. Go to the Home tab, open the default PST file and select the items you want to move to a new PST file.
5. Click on Move and select the Copy to Folder option.
6. Choose the PST file so that you can transfer the selected items
7. After that, you can delete the copied item from the default PST to reduce the file size.

By following these methods, you can manually split PST files. However, please note that manual methods can be lengthy and time-consuming. Proper care and attention to detail are essential to avoid any potential data loss. For those who are looking for more automated and user-friendly solutions, third-party tools like SysCurve PST splitter tool may be considered.

Method 4: Split PST files using Split PST tool

Here we are going to use SysCurve Split PST tool. It is a powerful tool that provides advanced features. Using this tool, you can split PST files based on Date, Size, Email Id, and Folders. To perform this task, follow the steps below.

1. Download and install the Split PST software
2. Launch the tool and click on the Add File option.
3. Select the PST file and click on the OK button.
4. Choose the Split by Size option and enter the desired size in MB or GB.
5. Provide a location where you want to save the resultant PST files.
6. Click on the Next button to start the splitting process.
7. Once the process is complete, click on the Finish button.

Other helpful features

Split PST files flexibly: You can split PST files based on various criteria such as Email ID, Size, Date, and more, ensuring tailored solutions for your unique needs.

Ease of access: Quickly add and search for the desired PST file within the Split PST Tool, saving time and enhancing usability.

Efficient processing: Whether it's a single large file or multiple files, you can split them into smaller parts all at once, making the process more efficient.

Works with Archive PST files: The tool isn't limited to active files; it can also handle archived PST files, further broadening its usefulness.

No size limitation: There's no need to worry about the original file's size; the Split PST Tool can handle PST files of any size, ensuring it meets the demands of all users.

Full compatibility with MS Outlook: Whether you're using Outlook 2019, 2016, 2013, 2010, 2007, or any other version, the tool is designed to work seamlessly with all of them.

Windows support: Enjoy the flexibility and reliability of the Split PST Tool across various Windows operating systems, including Windows 10, 8, 7, etc.

Frequently asked questions

The final word

Splitting PST files is an essential task for MS Outlook users who want to enhance performance and avoid potential data loss or corruption. Whether you opt for manual methods or choose to utilize specialized tools like the Split PST tool, taking control over large PST files is vital. The Split PST tool, in particular, offers a quick and user-friendly way to split PST files by size, date, email ID, or folder, meeting various user-specific requirements. By investing time in understanding how to split PST files, you can ensure a more organized and reliable Outlook experience. It's not just about managing data; it's about maximizing efficiency and safeguarding valuable information.

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