How to fix “Outlook Data File Has Reached Maximum Size”

If you use Microsoft Outlook, you may have encountered the frustrating “Outlook data file has exceeded the maximum size” error. This issue arises primarily from large mailbox sizes and can disrupt your workflow. This blog will provide a comprehensive look at the problem and explore effective solutions. Let’s dive in!

Microsoft Outlook creates an offline copy of your mailbox, known as the Outlook Data File (PST or OST). These files update automatically as you send or receive emails, leading to gradual size increases over time. However, PST files have a specific size limit, and exceeding this threshold can lead to various issues.

What is the Outlook Data File Maximum Size?

Outlook’s PST and OST files, created in newer versions of the software, have a maximum storage capacity of 50 GB. Older versions allowed only up to 20 GB. When this limit is exceeded, Outlook will not function optimally, leading to performance issues.

What Happens When Outlook Reaches Its Maximum Size?

When the Outlook data file reaches its maximum size, several problems may arise:

• Sluggish Performance: Outlook may slow down considerably or freeze, making it difficult to perform any operations.
• Email Storage Limitations: Once the size limit is reached, Outlook stops accepting new emails.
• Error Messages: You may encounter various error messages related to the data file.
• File Sharing Difficulties: A large PST file becomes challenging to share.
• Synchronization Issues: Large PST files often fail to synchronize with the Microsoft Exchange server.

How to Deal with the Outlook Data File Exceeding Its Maximum Size?

When your mailbox exceeds the size limit, there are several methods you can use to address the issue. You can choose to compact the data file, split it into smaller files, or opt for professional solutions.

#1. Compact Your Outlook Data File

Microsoft Outlook provides features to compact PST files, which can significantly reduce their size. Here’s how to do it:

Use the Compact Now Feature

1. Launch MS Outlook.
2. Delete unnecessary mail items.
3. Enable the Folder List view for all mailbox items.
4. Right-click the Deleted Items folder and select “Empty Folder.”
5. Click on the File tab, then select Account Settings.
6. Choose the Data Files tab, select your data file, and click the Settings link.
7. Click the “Compact Now” button in the wizard.

Archiving Your Outlook Mailbox

1. Open MS Outlook and click on the File tab.
2. Go to Info and click on the Cleanup Tools icon.
3. Choose “Archive” and select the Outlook data file you wish to use. Click OK.

#2. Split Outlook PST Files into Smaller PST Files

Split your Outlook PST data file into smaller files is another effective way to manage its size. Here’s how you can do it:

1. Open the MS Outlook application.
2. Click on “New Items” and select “More Items.”
3. Choose “Outlook Data File,” give it a name, and click OK.
4. Select the emails you wish to move to the new Outlook data folder.
5. Right-click them and choose “Move” > “Copy to Folder.”
6. Select the destination from the Copy/Item dialog box and click OK.

#3. Use Professional Solutions if Manual Methods Do Not Work

While manual methods can be effective, they may not be suitable for everyone, especially non-technical users. For a hassle-free experience, consider using the SoftMagnat PST Compress Tool to reduce Outlook PST file size efficiently. This tool offers a user-friendly interface, allowing you to compress PST files without losing data integrity.

Conclusion

The error message indicating that the Outlook data file has exceeded its maximum size is a common issue among users. You can resolve this problem by compacting the file, splitting it into smaller files, or using professional software. Manual methods can be complex, so opting for a reliable third-party application can save time and ensure a smooth Outlook experience.

FAQs

1. What causes Outlook data files to exceed their maximum size?
   • Outlook data files grow in size as you send and receive emails, store attachments, and accumulate calendar items. Frequent usage and large attachments are common culprits.
2. How can I check the size of my PST file?
   • You can check the size of your PST file by going to the File tab in Outlook, selecting Account Settings, then Data Files. The size will be displayed next to your data file.
3. Can I recover data from a corrupted PST file?
   • Yes, you can use the Inbox Repair Tool (scanpst.exe) that comes with Outlook to attempt to repair a corrupted PST file. However, using professional recovery software is advisable for severe corruption.
4. Is there a limit on how many PST files I can create?
   • There is no fixed limit on the number of PST files you can create, but managing too many files can become cumbersome and affect your productivity.
5. What should I do if compacting the PST file does not reduce its size?
   • If compacting does not work, consider splitting the PST file into smaller files or using professional software designed for PST management.