Find the best way to compact PST files and reduce Outlook Mailbox Size

Outlook users may further get the message “Your mailbox is full; you may not be able to send or receive items”. As e-mail accumulates, your Outlook mailbox will be filled. Users may not know about this. They get to know about this when Outlook starts showing them the error messages.

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Therefore, in this blog, we will learn how to get rid of this message and also know about the ways to compact the Outlook PST files so that we are able to reduce the size of the Mailbox.

What are the main issues with increasing Outlook mailbox size?

Outlook users who are experiencing the above error because of the size of the mailbox too large issues that are listed below.

1. Data loss due to increased level of corruption of PST files with oversized data
2. Unable to use service due to redundancy of Outlook application
3. Data loss due to increased corruption level of PST file
4. High probability of corruption of Outlook PST file containing oversized data
5. Service unavailable due to redundancy of Outlook application

Thus, to overcome these issues a user has to reduce the size of the Outlook Mailbox.

What can I do to reduce the size of my Outlook mailbox?

You need to reduce the size of your Outlook mailbox to be able to send and receive emails without problems. The easiest way to do this is to remove some emails and attachments. But that alone will not work. As a result, Microsoft provides some built-in features in Outlook to address the situation of the entire mailbox. Some third-party Compact tools are also available for reducing the size of the Outlook Mailbox.

In this blog, we will learn about the manual methods to reduce the size of Outlook and will also learn about the Compact PST tool a user can use.

Methods of compacting the Outlook Mailbox Size

Here are some of the methods given by which a user can compact their Outlook Mailbox size.

1- Using the MS Outlook

1. Open the Data File tab or dialog box. (In Outlook 2007 or Open the File menu and click on the Data File Management option (in Outlook2010 / 2013/2016/2019 / Office 365)
2. Click on the File button and select the Account Settings option and again click on the Account Settings option and select the Data File Tab.
3. Select the pst file or double-click the ost-file that you want to compact.
4. Select the Compact Now

2- Delete large Outlook emails and Attachments

• Step 1- Open Outlook. In the folder list, click Search Folder and select New Search Folder.
• Step 2- Select a new search folder.
• Step 3- Scroll down the list and under Mail Organize, select Large Mail. Under Customize Search Folder, click Select.
• Step 4- Customize Search Folder
• Step 5- Specify the size in the Large Email field (for example, 6000KB).
• Step 6- Click OK to continue.
• Step 7- Specify the size in the main display.
• Step 8- Click OK again to create a folder named Over 6000KB under Search Folders. This newly created folder will be automatically updated with emails larger than 6000KB.

3- Archiving Old PST File Items

• Launch the Microsoft Outlook application.
• Go to the File option and click on the Options and select the Advanced button.
• Go to the Auto Archive section of the Control Panel and click Auto Archive Settings below it.
• Now select the Run daily automatic archiving check box and specify the number of days as the interval for the normal automatic archiving process.
• Offers more options, such as deleting old items, and finally click Auto Archive.

These are some of the ways a user can go for the compacting of the Outlook PST files.

Compacting using the Compact PST tool

A user can use the Compact Outlook PST tool for compacting the Outlook Mailbox size. The application provides users with many features and helps every single user to reduce the size of the Mailbox. Without any hurdle, a user is able to compact the Outlook PST files. The steps to compact the PST files are provided below:

1. Open the Softaken Compact PST file tool
2. Now, add the Outlook PST files
3. Preview the PST files
4. Now, add the location to save the compacted PST files
5. Finally click on the compact button

These steps can be followed reliably by any user without facing any trouble. No hurdle is faced by the users while follow the steps.

Final Words

In this blog, we have provided information about the compacting of the PST files. A user can check out the manual method to compact to check if the error is occurring or not. But, selecting the Compact PST tool is a great option to choose for.