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Truncate in Outlook PST File – Easy & Manual Way

Shubham Dixit   
Published: Oct 3, 2023 • Tips • 5 Min Read

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Are you trying to find a technique to reduce the size of a PST file that has grown too large? Do you want to be able to truncate PST file in a few different ways? If you answered yes, you may proceed to read the rest of this blog. In this post, we’ll look at a few different ways to truncate a PST file.

Microsoft Outlook is a free email client that is extensively used. Portable Storage Table files, often known as PST files, are supported. Outlook data is stored in PST files. All emails, notes, calendars, diaries, and other data are stored as PST files. However, we are aware that in different versions of Outlook, all PST files are subject to file size constraints. Outlook 2013, 2016, and 2019 PST files may hold up to 50 GB of data.

Huge PST files frequently result in data corruption. As storage space is depleted or PST files expand in size, MS Outlook’s performance suffers as well. As a result, users should trim huge PST files to avoid such issues. Above all, keep in touch until the end.

The Reasons for Needing to Truncate PST file

Some of the most typical causes for having to truncate PST file are as follows:

  • Outlook gets slow when the PST file approaches its maximum size.
  • Because the Outlook data file has no or very little free space, users are unable to save data to an existing folder.
  • When a user’s data files hit their limit, they can no longer access it in Outlook.
  • Due to the aforementioned difficulties, the PST file must be compressed and truncated.

Related Post: How to Split PST file  without Outlook – Manual Method 

How can I manually Truncate PST file too large?

The Method 1 is to use the archive option.

  • To move a PST file, first open Microsoft Outlook and then the PST file you want to move.
  • In the File Clean-up Tools box, you’ll see Archive.
  • On the screen, a dialogue window labelled Archive will appear. Now select “Archive the folder and its subfolders” from the drop-down menu.
  • Choose the folder that you want to move. You may also use the “Archive items older than” option to archive items that are older than a particular period of time.
  • Click OK after navigating to the location of the new PST where stuff will be kept.

Method 2: Using the “move to folder” feature

  • Open Outlook on the computer and choose File New Outlook Data File.
  • Click the OK button after selecting the PST file from the New Outlook File dialogue box.
  • You’ll be prompted to rename the PST file in a new box named Create Microsoft Personal Folder. In the Mail Folders List, Outlook will use this name.
  • From the menu bar, choose Edit and Move to Folder, then click the Move items button.
  • Give the newly produced PST file a name in the Create New Folder dialogue box that opens, choose new PST file in the Select where to put the folder section, and then choose OK.
  • Select the new folder in which to save the new PST file from the Move items menu, then click the OK button.

Method 3: Using Outlook’s Import/Export functionality

  • Open Outlook, go to the File menu, and select Account Settings.
  • Choose Add from the data files drop-down menu.
  • Please give the new file a name, open it, and import it. Your screen will now display an import and export window.
  • Select Next after clicking on the Export to a file option.
  • Click the Next button after selecting the PST file.
  • Select the necessary items and then press the Next button.
  • To save the file, select the required destination path.
  • Select an option from the drop-down menu before clicking Finish to export the item.
  • On the screen, a window labelled Create Outlook data file will appear. Click Create if you want to create a password; otherwise, click Cancel.

The Manual Approaches Limitations

The manual truncation of an enormous PST file has certain drawbacks.

All manual alternatives take a long time and require a lot of effort. Another notable downside of manual techniques is that they become more prone to data loss when used to PST files. Furthermore, none of these work well when it comes to truncate PST file in Outlook 2007 and 2010. As a consequence, buyers may choose for a trustworthy third-party tool that is simple to use and dependable.

3Step Software is one such solution. It’s a sophisticated application that lets you truncate PST file without installing Outlook. The software works with all versions of Microsoft Outlook. It may also be used to truncate an endless number of Outlook PST files without leaving any gaps or overlaps. You may also use this client to fix the Outlook mailbox size limit exceeded issue.

Final Thoughts

We’re all aware that there are various manual and automatic methods for truncating an Outlook PST file. Both systems have their benefits and drawbacks. Consumers, on the other hand, prefer the automated method over the manual method because it has a user-friendly interface and allows them to properly and effectively truncate PST file in Outlook.

By Shubham Dixit

Shubham is a distinguished subject matter expert and accomplished author with an unparalleled understanding of technology. With a deep-rooted passion for all things tech-related, Shubham brings a wealth of knowledge and expertise to their written works.