Computers and TechnologyTechnology

How to Manage Large Volumes of Email in Outlook?

In this post, we will show you the easiest way to manage large volumes of email in Outlook. There are many people who are facing the problem of PST files being too big and want to reduce the size of their PST files.

Small businesses receive a lot of email which can be difficult to manage. For many companies, deleting email is not an option; emails must be retained for legal and documentation reasons. Instead of flooding your inbox with email, take steps to manage your email before it gets out of hand. By implementing organizational systems, you can make better use of email communications to serve your customers.

Reasons to Manage Large Outlook PST File

  • Outlook’s efficiency is affected by the large size of the PST file, which requires managing large Outlook PST files.
  • When a large PST file exceeds the allowed size limit, users will not be able to view the file or send or receive new emails from the server.
  • To avoid data loss due to too many PST files, you need to split the PST file without Outlook into many smaller files.

Manual Technique to Manage Large Volumes of Email in Outlook

Here, we will show you two ways to manage Outlook PST files. Both methods are mentioned below:

Method 1: Minimize PST File Size Using Archive Feature

  • Launch MS Outlook on your System and select the File tab
  • Select “Archive pre-boxed items” and select the desired folder to archive
  • Find where the folder is stored and click OK to complete the process of managing emails in Outlook

Method: 2 Create a New PST File to Manage Oversize Outlook PST files

  • Start by clicking the File tab >> Account Settings >> Account Settings
  • Now click the “Add” button
  • Next, save the file name and press OK to continue
  • Your new PST file will then be created
  • After that restart Outlook
  • Then select File >> Open & Export >> Import/Export
  • Pick the “Export to file” option and then click “Next
  • Select the Outlook Data File (.PST) option
  • Then select the data file to export
  • Finally, browse to the save location and click the Done icon to manage emails in Outlook.

Limitation of Manual Technique

Let’s look at the drawbacks of manual focus:

  • There is a high possibility of data and attachment loss.
  • The process is slow and long.
  • Non-technical users face problems understanding the process.
  • The manual process is long and complicated. Novice users cannot understand the process. They need the help of technical experts.

Professional Solution to Manage Large Volumes of Email in Outlook 2019, 2016, 2013, 2010

Since manual solutions fail, here we have an alternative solution which is a professional software called FreeViewer Outlook PST Splitter Tool. It application is capable of quickly managing very large PST email files within minutes. This software are easy to understand and provide complete data security guarantee with instant data transformation. The tool supports ANSI or Unicode PST format files. It is compatible with all versions of Windows operating system including the latest Windows 11, 10. Also, it supports PST files generated by all versions of MS Outlook.

Manage Large PST Data Files in Just a Few Steps

  • Free Download & Run Split PST Tool

Free Download & Run Split PST Tool

  • For this, the tool provides you with various options i.e. Add files, Add Folders and Search for files

Choose Add files, Add Folders and search for files

  • To Add PST file to the software, click the Add File button. Then Select the PST file from your system and click the Open button

Select the PST file

  • Split PST tool provides to Split PST by size. Users can provide desired size in MB, GB and TB to divide PST into desired size

split PST by size

  • After selecting the Split by Size option and providing the required details, click the Next button to continue

Click Split by Size

  • The Software will now display a Summary of the separate information. Click Next to start the PST splitting process

display a summary

  • Once the user clicks the Next button, the tool will start the process of dividing the PST by size.

start the process of dividing the PST by size

Let’s Summarize

It has been concluded that the manual process to manage large volumes of email in Outlook has some drawbacks. Therefore, users can opt for a software solution that provides automatic tool and enables instantaneous of results in the shortest possible time. You can download the trial version and check the software.

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