Best Methods to Compress PST Files in Microsoft Outlook
One popular program for email management is Microsoft Outlook. The amount of emails, attachments, calendar entries, and other data grows significantly over time, as does the size of the PST file. As a result, file corruption may increase, and Outlook performance may decrease.
Therefore, it becomes important to compress the PST file so that Outlook works faster and the data remains safe. In this blog, we will tell you how to shrink the PST file using the best manual methods and professional tools.
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Part 1: Manual method – Compacting in Outlook itself
Microsoft Outlook itself provides an option that allows you to manually compact the PST file.
Step-by-Step Manual Guide:
Open Outlook
Start Outlook and log in to the profile of the PST file you want to compress.
Go to File > Account Settings > Account Settings
Here, go to the “Data Files” tab.
Select the PST file
Select the PST file you want to compress.
Click Settings
Then click the “Compact Now” button.
Let the process complete
Outlook will begin the process of compressing the file. It may take some time, depending on the size of the file.
Advantages:
Available in Outlook itself
No extra tools required
Limitations:
Not effective for very large file sizes
Deleted items need to be manually deleted
Part 2: Using professional tools
If compressing the PST file manually is not possible or the file is very large, you can use third-party tools.
A reliable tool to deal with this problem is the Softaken Compress PST Tool. This tool not only helps in reducing the size of the PST file but also ensures the safety of the data. In this blog, we will learn how this tool works, what its features are, and why you should choose it.
What is Softaken Compress PST Tool?
Softaken Compress PST Tool is a professional software that compresses huge PST files of Microsoft Outlook into a small and manageable size. This tool is especially useful for those users who are facing problems like Outlook crash or slow performance due to a large PST file.
Key Features
1. Compresses the PST file safely
This tool reduces the size of the PST file without any kind of data loss.
2. Option to save attachments separately
If you want, you can separate the attachments from the file and save them in a folder, which makes PST even lighter.
3. Batch Mode Support
You can compress more than one PST file simultaneously, which saves time.
4. Both ANSI and UNICODE formats are supported
Supports both old and new types of Outlook files.
5. Compatible with all Outlook versions
Can be used in versions from Outlook 2003 to Outlook 2021 and Microsoft 365.
How to Use
The interface of Softaken Compress PST Tool is very simple and user-friendly. You can easily compress a PST file by following the steps given below:
Step-by-Step Guide:
Install the Software
Download and install the tool from Softaken's website.
Add PST File
Click the “Browse” button to select the PST file you want to compress.
Select Compress Mode
Only Compress PST
Remove Attachments
Extract & Save Attachments
Set Output Location
Select the folder where you want to save the newly compressed PST file.
Press the Start button
The tool will start working, and you will get the compressed PST file in a few minutes.
Benefits
100% secure process no data loss
Fast and efficient Results in minutes
Useful even for large corporate users
Automatic processing no manual work required
Limitations
Limited files can be compressed in the demo version
Licensed version required
Conclusion
Compressing the Microsoft Outlook PST file not only improves its performance but also keeps the data safe. If your file is small, then manual methods like Compact Now or AutoArchive will suffice. But if the file is very large or prone to frequent corruption, then using professional tools is the safest and most effective solution.
Frequently Asked Questions (FAQs)
Q1. Can compressing an Outlook PST file delete data?
No, if you follow the right method, no data will be deleted. Compacting only removes empty space.
Q2. Which is the best PST Compress Tool?
Softaken Compress PST Tool is quite popular in the market. You can choose any one as per your requirement.
Q3. Does the same method apply to Outlook 2019 and 2021?
Yes, Compact Now and AutoArchive are available in all the latest versions.
