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Different Methods to Reduce PST File Size Without Outlook

Published By Ashwani Tiwari
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On November 14th, 2022
Reading Time 5 Minutes Reading

In today’s article, we will discuss how users can reduce PST file size without Outlook. For this, we have come up with different techniques to help you resolve this query.

A PST file can only store the mailbox data up to its maximum size. One must never let their PST file reach its final limit which can cause several issues such as corruption and Outlook’s overall performance issue.

Moreover, Microsoft Outlook saves its data files in two formats. One is the ANSI format that is utilized in Outlook version 1992 to 2002 alongside the Unicode format associated with Outlook 2003 and its recent versions.

Usually, ANSI format PST files can store mailbox data up to 2GB and whereas the Unicode data file offers mailbox storage up to 20 GB to 50 GB. It happens rarely when a Unicode PST file has crossed its maximum limit, but we cannot say the same about the ANSI format. These files easily reached their final limit very often.

Why do Users wish to Shrink PST File Size?

  1. By reducing data file size one can easily manage their Outlook mailbox data.
  2. Also, you will be able to overcome certain issues such as corruption and slow performance of the MS Outlook.
  3. It also helps to avoid the occurrence of Outlook corruption.

After learning why one may want to reduce PST file size, it is time for the methods that we are gonna use for this query. Now, there are both free and professional solutions available and it is up to you which method you wish to use for this ongoing task.

Free Method to Reduce PST File Size Immediately

Now, there are two different manual methods to reduce PST file size. Also, these methods require the installation of MS Outlook.

Method 1. Utilizing Compact Now Feature

Here follow these below-mentioned steps to reduce PST file size:-

  1. First, open Outlook and navigate to the File tab & choose the Info button.
  2. Next, select Account Settings option and press the Account Settings to move ahead.
  3. After that, choose Data files option and hit the settings tab. Now you can choose your desired file and click on the Compact Now option.
  4. In the last step, click on the OK button to finish the procedure.

Now for the MS Outlook versions 2003 & 2007, follow these below-listed steps:-

  1. In the first step, go to File tab and choose the Data File Management option.
  2. Make sure to double-click on the Data File and choose the required PST file to reduce its file size.
  3. Now, hit the Setting button and choose the Compact Now option to move further.
  4. Click on the Exit option to complete this task.

Method 2. Archive your Emails in Outlook

Execute these steps mentioned below:-

  1. To start, hit the File tab, choose the Info tab, and then select the option tools >>Clean up Old Items.
  2. Now, choose an Archive dialog field that appears on your screen. Make sure to hit the Archive this folder and all the sub-folders options. After this, choose a file and folder of your desire to archive.
  3. Moving on, check the Include items with the Do not Auto Archive option to archive your required file.
  4. At the end, click on the OK button.

Read More:- How to Split Archive File by Year?

Why Users Shouldn’t Opt for the Manual Methods?

  1. The aforementioned methods require MS Outlook installation to perform the task of reducing PST file size.
  2. Also, this procedure can be a little confusing for novice users as it requires users to have some type of technical knowledge.
  3. There are high chances that your PST file can corrupt during the procedure.
  4. Other than that, the overall process can take a lot of time and effort.

Using a Professional Tool to Reduce PST File Size Without Outlook

Upon looking at the drawbacks of the free method, users must use a method that allows them to reduce the size of their PST files without Outlook. After searching on the internet, we have come across an automated solution that will help you reduce PST file size without Outlook. That solution is the PST Splitter Tool that helps users to split their oversized data files without facing any issues along the way. Also, novice users can make use of this utility without needing any technical guidance. It is an independent software and does not require the installation of Microsoft Outlook to shrink the PST file size.

Download Now Purchase Now

Working Procedure to Shrink PST File Size

To reduce PST file size without Outlook, follow these steps listed below:-

1. Download and Run this utility on your Windows system.

reduce pst file size without outlook

2. Secondly, browse your files by Add Files or Folder option.

add file or folder

3. In the next step, you can choose your required destination location to save the resultant Outlook data file. Now, press the Next tab to move ahead.

browse destination

4. This application also provides split options to split your PST file by date, year, folder, email Id, and category.

reduce pst file options

5. Furthermore, you can now check the split summary and hit the Next button.

reduce pst file siize without outlook

Last Words

As we already know, an oversized data file can cause several issues. That is why most of the users want to reduce PST file size. Now, in this following write-up, we have discussed different techniques by which one can easily perform this task in an error-free manner. The manual methods do have some disadvantages that can cause several problems. However, it is advised to opt for a professional utility for a secure and safe operation to reduce the PST file size without Outlook.


By Ashwani Tiwari

I am an Expert Technical Analyst, specialized in assisting users with complex technological challenges. Through my blogs and articles, I offer expert guidance to help tackle these technical issues effectively. My true passion lies in providing valuable insights and simplifying complicated technicalities, enhancing user understanding and confidence.