How to split PST file by year- Step by Step Guide

If the size of the PST file exceeds, this may not be better for your Outlook email client and other data. The large-sized PST file can affect Outlook’s working and also slow down the processing speed. So, users must look to split PST file by year to fix the large-sized PST file issues. We will give you all the possible ways to complete this task, so keep reading this write-up until the end.

What are the reasons for splitting large PST file?

Every user can have a different reason for splitting Outlook PST file. However, some reasons are common among the users to split PST file by year that we share below.

• The PST file with a huge size can impact on the performance of Outlook email client.
• Users will be unable to save more items in the PST file as the size already becomes larger.
• Sometimes, the PST file becomes inaccessible for users, which is why it is necessary to split large Outlook PST file.

There could be more reasons that insist users to split large PST file and they search the solution for the same. 

Techniques for breaking a large PST file

MS Outlook has various built-in features that users can use to split their huge PST file. We will provide you with the stepwise procedure for how Outlook split PST file by year-wise basis. Here, we will share three manual methods that will help you to fix large-sized PST file issues. Also, we will learn a professional third-party tool for the same. So, understand all the methods to initiate this task in a hassle-free manner. 

Manual methods to reduce PST file size

The manual methods that we will discuss in this write-up are all free of cost to use. First, we discuss the Outlook Import/Export method to split PST file by year archive. Let us start the discussion one by one.

Method 1: Reduce PST file size using Outlook Import/Export option

Import/Export is an inbuilt feature in the Outlook email client that we are going to use to reduce the PST file size. Follow the below steps and complete this task without having any concerns.

Step1: Run the Outlook program, and click the File option from the menu bar.

Step 2: Go to the Account Settings drop-down and then click Account Settings... option.

Step 3: Select the Data files tab and then tap the Add option.

Step4: Provide the name and select the file type as Outlook data file (.pst) and press the Ok button. The new Outlook PST file will be created.

Step 5: The newly created PST file will show under the Data Files tab.

Step 6: Now, you again go to the File option.

Step7: Choose the Open & Export option and then, Import/Export option.

Step 8: Here, select the Export to a file option and move forward with the Next.

Step 9: Then, pick the Outlook data file (.pst) option and hit the Next button.

Step10: Select the folders that you wish to export and check the include subfolders checkbox. Click Next.

Step11: Tap Browse to select the location to export the file and click the Do not export duplicate items option. Press the Finish.

Step 12: Set the password for the PST file if needed, or click the cancel button.

Method 2: Manage Outlook PST file using the Move to Folder method

Users can also use the Move to Folder option to split PST file by year-wise criteria. See the whole procedure below to execute this method to make this process easy.

Step1: Launch the Microsoft Outlook program in your system.

Step 2: Tap on the File menu and go to the Account setting drop-down.

Step 3: Then click on the Account Settings... option.

Step4: Hit the Data Files option and then, Add button to include a new PST file.

Step 5: Navigate to the Home tab and open your Outlook profile default PST file. Now, choose the items you are looking to move into the newly added PST file (PST file that we have added in the previous step).

Step6: Now, go to the ribbon bar and select the Move button. Then, click the Copy to Folder option.

Step7: Select the PST file to choose the data to move into the new PST file.

Step 8: Delete the copied items from the PST file; it will reduce the size of the PST file.

Method 3: Archive Wizard method to reduce Outlook data file

In this method, we are going to use the Outlook Archive wizard to reduce the Outlook PST file. This is the inbuilt method that Outlook offers, so users only need an Outlook email client to split large PST file. 

Step1: Open MS Outlook in your system and tap the File menu.

Step 2: Go to the Info tab, Cleanup Tools drop-down and then Archive...

Step 3: Choose a folder that you want to Archive and select a date to Archive older items.

Step4: Hit the Browse button and select the desired location to save the Archive Outlook data file.

Drawbacks of utilizing the manual methods for breaking a large PST file

The manual methods shared above have various drawbacks that may affect the splitting process. Go through the below listing reasons to understand some common limitations of the manual methods.

• These methods make the whole splitting process time-consuming and lengthy.
• Consistently high risk of data loss in the manual method.
• Users need proper technical knowledge to split PST file by year using manual methods.
• These methods can also affect the folder hierarchy and integrity of emails.

To simplify this process, users must look for a professional third-party tool like Shoviv PST Splitter Tool. Get more details on its features in the next paragraph.

The easiest solution to split large PST file of Outlook

The best way that all users can use easily to split PST file is the Shoviv professional third-party Tool. Shoviv PST Splitter Tool comes with so many advanced features that make this task easy as a cakewalk for users. This software doesn’t apply any limitations on adding large and multiple PST files at a time. One best things about the tool is that its free demo version is also available which users can use to learn about its features deeply.

Users can also add Unicode or ANSI-type PST files to split in this software. Moreover, it is easy to use for all ones; even non-technical savvy also perform this splitting process without any concerns. Check the complete working process of the Shoviv professional tool.

Step 1: Install and Open the Shoviv PST Splitter Tool in your system.

Step2: Click the Browse button and select the PST file that you want to split.

Step 3: After that, click Next.

Step 4: Check/Uncheck the subfolders from the list as per your need. Choose the location in the target folder where you wish to save the resultant files.

Step5: Select the By Year from the options to split PST file by year-wise criteria.

Step6: Then click on the Next button.

Step 7: The process will initiate in the following window.

Step 8: Tap the Ok after completing the process and then the Finish button.

Ending words

In this write-up, we have shared various solutions to split PST file by year wise criteria. However, we have discussed that manual methods have so many drawbacks and are not easy for all users. So, we suggest users try the Shoviv professional third-party tool to complete this task in an easy and secure way. Users even do not need any technical knowledge to handle the Shoviv professional tool to run the splitting process.