How to Compact a PST File to Reduce Its Size in Outlook

Compacting Outlook PST files frees up hard drive space. For Outlook programs earlier than 2003, the email PST file has a 2 GB (gigabyte) limit, so compacting reduces to a manageable size. The format for Outlook 2003 and 2007 has a larger allocation of 20 GB.

Instructions

Difficulty: Moderately Easy

Compact Outlook XP to 2007

1. Open the Microsoft Outlook program by clicking its icon or from the file menu within the "Start" menu.
2. Click "File" from the standard toolbar.
3. Press "Data File Management" from the drop down menu.
4. Highlight "Personal Folder" by pressing over it with your mouse.
5. Look for "Settings" and click on the button.
6. Select the "Compact Now" button in the "General" tab box.
7. Compact the personal folder PST file by clicking "OK" and close the box.

Compact Outlook 98 and Earlier

8. Open Outlook and click "View" from the standard toolbar.
9. Click on "Folder List" from the dropdown menu.
10. Push the right mouse button over a personal folder.
11. Choose "Properties For Personal Folders" with the mouse for a file you want to compact.
12. Use the mouse to open the "Advanced" button on the "General" tab.
13. Select "Compact Now."
14. Press the "OK" button.

Tips & Warnings

• The compact feature works only when files are over 16 KB.
• Delete all emails not needed from their folders and then delete from the "Deleted Items" folder afterwards. All deleted items remain in the "Deleted Items" folder until you delete them. Kept items remain in the compacted file.