Split PST File into Smaller Parts Using Manual Solutions

If you have an oversized PST file, you are likely to face serious problems while using Microsoft Outlook. In the previous post, we have already discussed how to compact PST file size. Now in this post, we will learn how to split PST file into smaller parts using a few easy manual solutions. For better results, you can use a professional PST Splitter tool.

Microsoft Outlook is a popular email application that works as a personal information manager. It creates an Outlook data file (.PST) to store emails and other mailbox items that include contacts, calendars, tasks, notes, journals, attachments, etc. I have already discussed the PST file size limit in the previous article. A PST file can only store the mailbox content up to its maximum size limit. The more emails you send and receive, the larger your PST file grows. And one day you receive an error, “The Outlook data file has reached the maximum size limit”. This is where the actual problem begins.

Whenever a PST file reaches its maximum size limit or crosses it, Microsoft Outlook starts causing troubles. You are likely to face performance issues, such as Outlook becomes very slow, it crashes down while opening the PST file, it hangs all the time, etc. All these are very annoying situations for any Outlook users. The worse thing that can happen is corruption. Yes, you heard it right? Just in case you do not know, an oversized PST file is highly prone to corruption. And whenever corruption takes place in PST files, they become inaccessible. You have to repair PST file to save your important emails and other data from being permanently lost. The Inbox Repair tool aka scanpst utility can help you scan corrupt PST file and repair it.

How to Split PST File?

There are two ways to deal with an oversized PST file: either you can compact PST file or you can split it into two or multiple smaller parts. We have already discussed how to compact PST file in the previous article. Now let us learn how to split PST file into smaller parts. But before that, I would like to share the benefits of splitting an oversized PST file:

If you split PST file into two or multiple smaller parts, this will enhance the Outlook performance. Because it takes a lot of time to open and load an oversized PST file in Outlook. Sometimes the Outlook application crashes down or starts hanging whenever you try to perform any action.
You can prevent PST files from being corrupted. How? If you split PST file into two or multiple parts, you will get small PST files that do not get corrupted easily unlike oversized PST file.

Now let us discuss how to split PST file. Generally, a professional PST Splitter tool is considered the best way to split PST file. However, there are some easy manual solutions that can help you copy the mailbox content from one PST file to another. Although the manual solutions do not split PST file, they can help you split the mailbox content of the main PST file into multiple new files. For example, you have an oversized PST file whose size is around 15 GB. You can create 3 new PST files into which you need to copy/move the mailbox items from the main PST file. In this way, you can split the mailbox content of the main PST file into multiple new PST files.

Manual Solutions to Split PST File

The manual solutions I am sharing here do not require any additional software. All you need to use is Microsoft Outlook. Actually, there are a few helpful features of Microsoft Outlook that you can use here. Those features will help you import or copy the mailbox content from one PST file to another. So let us start with the first one:

Outlook’s Feature – Import and Export

To split PST using the “Import and Export” feature, follow the steps given below:

First, open Microsoft Outlook. On the taskbar, click the File tab > Account Settings > Account Settings.
On the Account Settings window, click on the Data Files tab and then click Add.
This will open the Create or Open Outlook Data File window. Here, enter the file name and location where you want to save this new PST file.
Click OK to create the PST file and then close the Account Settings window.
Now again click the File tab on the taskbar, and select Open > Import.
On the Import and Export Wizard, select “Export to a file” in the options. Click Next to continue the process.
On the Export to a file window, select “Outlook Data File (.pst)” in the options. Again click Next to continue the process.
On the Export Outlook Data File window, you need to select the mailbox folder to export from. You can expand the PST file and select the mailbox folders that you want to export to the new PST file. After that, click Next to continue the process.
Now click the Browse button to select the PST file into which you want to export the selected mailbox folder(s). There are three options you can use before the export process:
- Replace duplicates with items exported
- Allow duplicate items to be created
- Do not export duplicate items
Finally, click Finish to start the export process.

It may take some time to export the mailbox folder from one PST file to another. In the same way, you can export the other mailbox folders from the main PST file to other new files one by one.

Outlook’s Feature – Move to Folder

To split PST using the “Move to Folder” feature, follow the steps given below:

First, open Microsoft Outlook. On the taskbar, click the File tab > Account Settings > Account Settings.
On the Account Settings window, click on the Data Files tab and then click Add.
This will open the Create or Open Outlook Data File window. Here, enter the file name and location where you want to save this new PST file.
Click OK to create the PST file and then close the Account Settings window.
A new PST file has been successfully created. Now open the PST file from which you want to move or copy the mailbox data.
After that, expand the file and select only one mailbox folder at a time. Click the Move tab on the menu bar, and select Copy to Folder.
On the Copy Items dialog box, you need to select the new PST file into which you can copy the selected mailbox folder.
Finally, click OK to start the process.

Within a couple of minutes, the process will be completed successfully. In the same way, you can copy the other mailbox folders to new PST files one by one.

Outlook’s Feature – Archive

To split PST using the “Archive” feature, follow the steps given below:

First, open Microsoft Outlook. Select the PST file whose mailbox data you want to archive.
On the taskbar, click the File tab > Cleanup Tools > Archive in the dropdown list.
This will open the Archive dialog box. Here, you need to check the “Archive this folder and all subfolders” option. Now select the mailbox folder that you want to archive, e.g. Inbox.
There is an option something like, “Archive items older than”. Select a date from the calendar.
Now click the Browse button and define a location where you want to save the Archive PST file.
Finally, click OK to start the archive process.

Within a couple of minutes, the process will be completed successfully. In the same way, you can archive the other mailbox folders one by one.

Limitations of Manual Solutions

Although the above three manual solutions are effective, there is no guarantee that they will definitely work as per your expectations. Also, they have a few limitations, such as:

If you are using any of the above manual solutions, keep in mind that it is going to be a very lengthy process. You have to perform every single step manually.
If you are not familiar with Outlook’s features and functionality, you may find it challenging to use any of the above manual solutions. A novice user cannot use the manual solutions with ease.
And the worst thing that can happen while using any of the above manual solutions is data loss. The chances are very high that you may face a data loss situation. Therefore, it is recommended to take a backup of your PST files before using any of the manual solutions.

If you are looking for an instant and hassle-free solution, you should consider using a professional PST Splitter tool. There are so many vendors in the online marketplace that provide third-party solutions to split PST file. Most of them are available with the free demo version. You can download the free demo version to evaluate the software before purchasing its licensed version.

Professional Solution to Split PST File

The PST Splitter tool provided by Bit Date Conversion is one of the best solutions to split PST file into smaller parts. This software is specially designed for non-technical users who do not have much technical knowledge. It contains an easy and interactive GUI so that anyone can use this software with ease. Whenever you receive this error “The outlook data file has reached the maximum size”, you should run this software to split PST file into two or multiple parts.

Below are the key features you are getting in this PST Splitter tool:

It can instantly split an oversized PST file into two or multiple parts without causing any alteration or data loss. The original PST files remain intact.
Using this PST Splitter tool, you can split PST file in three different ways: Split PST file by size, by date, and by folder.
It supports both ANSI and Unicode PST files created by all versions of Microsoft Outlook, including the latest 2019.
This software is highly compatible with all Windows-based operating systems.

Download the free demo version of this PST Splitter software. By using the demo version, you can split the first 25 email items of each mailbox folders of the selected PST file into new PST files. And if you are satisfied with the results, then only you should purchase the software.

Conclusion

In this article, we have learned the harmful effects of an oversized PST file. If the Outlook data file has reached the maximum size, you should split the file in order to PST file corruption and other performance issues. The article has explained three different manual solutions to split PST file. In addition, a professional tool has been recommended in this article if the manual solutions do not work.