If you have to reduce the size of your Outlook 2010 or Outlook 2013 .pst file, you can export data from that .pst file to another .pst file. To do this, follow these steps:
- Start Outlook 2010 or later with a profile that contains your original .pst file that is larger than 20 GB.
- On the File tab, click Info. (The screen shot for this step is listed below).
- Click Cleanup Tools, and then click Archive. (The screen shot for this step is listed below).
- In the Archive dialog box, make the following changes: (The screen shot for this step is listed below).
- Enable the Archive this folder and all subfolders option.
- In the list of folders, select the .pst file that you want to archive.
- In the Archive items older than drop-down list, specify a date during which a fairly large number of items will be archived. The date that you use depends on too many factors to provide an example date in this article.
- In the Archive file box, select the destination .pst file for your archived messages.
Video: How to reduce the .pst file size for OutlookNote The archive process in Outlook 2010 and Outlook 2013 uses the Modified date on messages to determine the age of the item, but the archive process may not archive as many messages as expected. For more information, click the following article number to view the article in the Microsoft Knowledge Base:
To quickly move one folder from a .pst file into a different .pst file, follow these steps:
- Make sure that your large .pst file and the destination .pst file are both open in Outlook.
- Right-click the folder in your large .pst file that you want to move to the other (smaller) .pst file, and then click Move Folder.
- In the Move Folder dialog box, select the destination .pst file, and then click OK.