How to Split/Break PST into Smaller Files in All Outlook Versions

Summary: Users can boost Outlook performance, improve manageability, and reduce the chances of PST corruption by splitting large or oversized PST files. Through this article, you will learn how to break PST into smaller files by using the multiple Outlook built-in options available. Additionally, you will also get to know about the third-party Split PST Software that can split the oversized PST files on the basis of size, email ID or date range in just a few simple steps. Download Now   Purchase Now

Let’s start this blog with the reasons why users need to split or break the oversized PST file into smaller files.

Reason to Split PST file into smaller parts

There are various reasons available for splitting a PST file into multiple smaller files. These are as follows:-

1. One of the major reasons is the slow performance of Outlook due to the size of the PST file and the need to split the PST into smaller files.
2. Users are not able to send or receive new emails when the PST file size exceeds the usage limit.
3. You must split a huge PST file into smaller files to prevent data loss caused by a large PST file.

However, these are some of the major reasons, and there are many more apart from this. Moving forward, let’s discuss the various methods available to Break PST into smaller files.

Manual Method Available to Split Outlook PST File into Smaller Parts

In the case of manual procedures, there are three different techniques available by which we can split larger PST files of Outlook into smaller files. Let’s elaborate on each technique one by one.

Method 01: Split a Large PST file by Using the ‘Archive’ feature in Outlook

The steps for this manual method are as follows:-

1. Install and Run the MS Outlook email client. After that pick the PST data file from which the data items of the file are to be moved to a new PST file.
2. Tap on the File > Info and then click on the Cleanup.
3. A list will come up from which to choose Archive.
4. The Archive dialogue box ‘Archive this folder and all subfolders’ box is marked by default. If it is not marked, mark the box. Then, from the list, choose any folder that is to be moved. For instance, select the Inbox folder.
5. In an Archive dialogue box, the ‘Archive items older than’ option is present. Here, pick a date from the Calendar.
6. Using Browse option, provide a location and give any name to the newly created PST file. By default, the PST file is saved the same as PST.
7. The chosen location with the provided file name is present in the edit box. Click on the OK tab to start the actual splitting process.

Method 02: Break PST into smaller files by the ‘Import & Export’ feature of Outlook

The steps are as follows:-

1. Firstly, Run the installed and configured MS Outlook.
2. Create a new Outlook PST data file. Hit on File > More Items > Outlook Data File and then tap on the File
3. The Create or Open Outlook Data File window will be shown. Choose a location and provide a name to the new Outlook data file. Click on OK. A new Outlook data file will be created and listed on Outlook.
4. Click File > Open & Export.
5. The Import and Export Wizard In this wizard, choose ‘Export to a file’ from the list and click on Next.
6. In the Export to a File dialog box, choose Outlook Data File (.pst) and hit Next.
7. From the Export Outlook Data File dialogue box, pick the folder from which data has to be exported. Expand the folder, choose the item, and click Next.
8. Hit on the Browse to select the file which users wants to export.
9. The Open Outlook Data Files window appears. Choose the file into which users wish to export and hit the OK button to confirm.
10. The chosen Outlook data file can be seen in the edit box. In the end, hit on the Finish tab to start the process of splitting.

Method 03: Move PST file items using Outlook’s ‘Move to Folders’ feature

1. Run Microsoft Outlook on the system.
2. Navigate to the Home tab at the top and click New Items. Next, point to More Items > Outlook Data File.
3. The Create or Open Outlook Data File window will be displayed. Provide the name to the new Outlook data file and click on OK.
4. The new Outlook data file is listed. Open the Outlook data file from which the mailbox data items have to be moved/copied. Select any particular mailbox folder items at a time.
5. Hit on the Move tab and then on the Copy to Folder…..option.
6. The Copy Items dialog box will appears.
7. Choose the new Outlook data file into which the mailbox folder is to be copied. Finally, hit on OK.

Note: However, we have discussed above all three techniques to split large PST files into smaller ones. These manual procedures are easy to implement, but they possess multiple limitations. Such as:-

• The manual method is quite lengthy and confusing when you implement the whole process.
• There is a huge chance of data loss when you are using a manual process.
• As the complete procedure is quite lengthy, it consumes a lot of time and extra effort.
• This method does not give any guarantee to split the data safely.

Due to these limitations, users search for the alternative approach, which is a more professional method, such as PST Splitter software. Let’s discuss this tool in more detail further.

Professional Method to Split PST Files Without Outlook

PST Splitter Tool is one of the experts’ recommended Software to Break PST into smaller parts without any data Loss. With this amazing tool, users can split PST files without Outlook in no time. This utility is Compatible with all versions of Windows 11, 10, 8.1, 8, 7, Vista, XP, etc. Additionally, it has multiple built-in features. One such feature is that it can split Outlook PST file by year by using the Data filter option.

Let’s proceed further and discuss the stepwise instructions of the Software. Such as:-

1. Download, launch, and Run the PST Splitter software on your System.
2. Further, click on the Add File (s) to add the PST files. Browse and open the PST files that you want to split. And hit the Next button.
3. A tree structure of the selected PST file data will be displayed. Select the PST folder items, choose the option Split PST by Size, and tap the Next button.
4. Further, select the Size (MB/GB) to split the PST files. Also, pick an additional in-built features as per the requirement.
5. At the end, Provide the saving path and tap on the split button to complete the splitting process of selected Outlook PST files by Size. Hit OK.

Conclusion

Through this article, you must be well aware of the different ways available by which you can break PST into Smaller files. Also, it possesses multiple limitations associated with it. In case you are looking for a more trusted and reliable option, we suggest you go for the PST splitter software for Outlook to split PST files of large sizes into small sizes. It provides rich features with extraordinary benefits.

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