Diminish the Chances of PST Corruption – Apply PST File Size Reduction Techniques

How Microsoft Outlook Stores Email Items?

Microsoft Outlook is the brilliant email client manager that furnishes almost every email and information sharing services such as calendaring, task management, contacts, emails, etc. It has the outstanding collaborative platform that functionalizes the integration of Exchange Server which adds dynamicity and exclusive numerous benefits to the Outlook client.

MS Outlook structurally stores all email items, which are exchanged among users, on Exchange Server, standalone machines, and Outlook itself. It seamlessly replicates all email files in the PST and OST folders that works exclusively in online and offline mode, respectively. One can easily find the PST and OST file on standalone machine at the following location:

C drive: \ Users \ <user account name> \ AppData \ Local \ Microsoft \ Outlook (For Windows 8)

It must be noted that the OST files are the replicas of email data stored on Exchange Server. The OST file automatically synchronizes with Exchange to share the updated emails that are modified when the Exchange Server was disconnected from MS Outlook.

Why & How to Reduce the PST File Size?

MIt has been seen that the accumulation of email items in the PST and OST folders lags the performance of Exchange and Outlook services; which sometimes leads to the brutal corruptions. Moreover, one must have heard of Outlook PST oversized corruptions which destroys the entire legacy of emails in a matter of seconds. To ideally stop the disastrous events, we can put worthy efforts to keep a check on PST file sizes and compress the PST file if required. Let us see how it can be accomplished.

Utilize Outlook Compact Functionality

Get started with the following intuitive steps:

  • Before proceeding, check and delete the unwanted email items of Outlook profile.
  • Switch to the Folder List View by clicking the Folder List icon from the navigation pane.
  • Right-click Deleted Items from the Navigation Pane. Click the Empty Folder option.
  • Click File Account Settings Account Settings.
  • Select the Data Files tab, and then click the Settings option.
  • Click the Compact Now option.
Apply Outlook Archive Option

To perform the cleanliness drive on your unimportant Outlook email items, one should adopt a habit of archiving the PST email items by applying the following simple steps:

  • Open the Outlook email client if not opened already.
  • Click the File option from the Navigation Pane, and then select Info.
  • In the Mailbox Cleanup field, select Cleanup Tools followed by Archive.
  • In the Archive dialog box, browse the Outlook folder which you want to archive, and then click OK.
Adopt Practice of Saving Individual Emails

One can function plethora of tactics to keep the PST file size in limits. One of the tasks user must perform is the restoration of PST mail items in an individual email items, i.e. MSG file. Let us see how it can be performed:

  • In the MS Outlook email client, select the required email item.
  • In the Menu bar, click the File option, and then select Save As.
  • Select the desired location to save file and Select Outlook Message Format from the Save as type drop-down field.
  • You can check the saved email message by opening from the saved location.
Discard Email Duplicity

Clearing the duplicate Outlook email items from your Inboxes and folders would always be helpful to control the accumulation of unwanted email items; thereby restraining the unmanageable PST file size activity. To execute the email duplicity process, check out the forwarded email items in the Sent item folder as it usually store emails having attachments multiple times. To identify duplicate you can align the email items by clicking the recipient criteria. Select and then delete the email items that are repeated more than once and lighten your Outlook mailbox.

If a user follows all the above depicted tactics, then it is possible to cut down the excess size of PST file which subsequently avoids the PST file corruption. However, as the users are already occupied with their tasks and responsibilities, one might unable to focus on managing the Outlook PST file sizes which results in the PST corruption. At this instance, removing the PST corruption is the sole responsibility of any user to avoid any risk of data loss. It is recommended to employ a result-oriented third-party PST recovery tool to perform skillful PST file recovery.


Kernel for Outlook PST Repair is the powerful application to recover corrupt PST email items from versatile error-like situation including 2 GB PST file size error. The software offers advanced functionalities to export recovered PST files to various email servers, web-based email apps, cloud services, and various other file formats.

Following these option users will retrieve 100%complete PST files and can then access Outlook files flawlessly.