If an Outlook data file (PST) of any format, i.e. ANSI or Unicode, reaches to its maximum size or exceeds the size limit, chances are fair for corruption. In such a situation, you need to compress outlook PST file by reducing its file size. Do you know an Outlook PST file has a definite size? There are two types of PST created by Outlook. Outlook data files can be reduced via several methods, and here we are going to discuss the easiest and secured methods to compress PST file in Outlook 2016, 2013, 2010, 2007 and all other versions. Let's go through the manual methods for PST compaction, one by one: Method 1. 'Compact Now' Method to Compress Outlook Data File. This method will introduce Kutools for Outlook's Auto compress outgoing attachments options to automatically compress all attachments to zipped files in outgoing emails. Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now. The answer the answer for these large file types is to compress them using a zip file before you attach them to your Outlook email. A zip file can also combine multiple files into a single file. Creating the zip file automatically compresses your files, but it isn't useful for file types that are already compressed.
How to reduce attachments' size when sending emails in Outlook?
If attachments are too large in emails, it will take some time to send these emails in Outlook. To avoid this situation, some users need to reduce the attachments' size when sending emails. And this article will introduce a couple of solutions:
Reduce attachments' size when sending emails with Kutools for Outlook
Normally we can save all attachments and then delete them from an email in Outlook for reducing email size. However, with fantastic Detach All (Attachments) feature of Kutools for Outlook, you can quickly delete and replace all attachments of multiple emails with hyperlinks, and meanwhile save these attachments into your disc folder. Click for 60-day free trial without limitation!
- Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features..
- BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features..
- Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject..
- Attachment Tools: Auto Detach, Compress All, Rename All, Auto Save All.. Quick Report, Count Selected Mails, Remove Duplicate Mails and Contacts..
- More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.
Reduce attachments' size with compressing them to zipped files
Actually, we can compress files to zipped files beforehand, and then attach the zipped files in your email. Please do as follows:
1. In the File Explorer, open the folder containing the files you will add as attachments in your email.
2. Select these files, right click and select Send to > Compressed (zipped) folder from the context menu. See screenshot:
3. Click Home > New Email to create a new email in Outlook, and then click Insert > Attach File > Browse This PC or (Insert > Attach File).
Ableton live 11 m1. 4. In the Insert File dialog box, (1) open the folder containing the zipped file, (2) select the zipped file, (3) and click the Open or Insert button. See screenshot:
5. Compose the email and send it.
Reduce attachments' size when sending emails with Kutools for Outlook
This method will introduce Kutools for Outlook's Auto compress outgoing attachments options to automatically compress all attachments to zipped files in outgoing emails.
Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now
1. Click Kutools > Options to open the Attachment Options dialog box. See screenshot:
2. In the Attachment Options dialog box, please check the Automatically compress attachments before sending emails option on the Compress tab, and click the Ok button. See screenshot:
3. Now click Home > New Email to create a new email, and insert attachments as normal, compose the email and send it.
After sending, you will see all attachments in the sent emails have been compressed to zipped files automatically, and all attachments' size are reduced too. See screenshot:
Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now
Demo: reduce attachments' size when sending emails in Outlook?
If attachments are too large in emails, it will take some time to send these emails in Outlook. To avoid this situation, some users need to reduce the attachments' size when sending emails. And this article will introduce a couple of solutions:
Reduce attachments' size when sending emails with Kutools for Outlook
Normally we can save all attachments and then delete them from an email in Outlook for reducing email size. However, with fantastic Detach All (Attachments) feature of Kutools for Outlook, you can quickly delete and replace all attachments of multiple emails with hyperlinks, and meanwhile save these attachments into your disc folder. Click for 60-day free trial without limitation!
- Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features..
- BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features..
- Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject..
- Attachment Tools: Auto Detach, Compress All, Rename All, Auto Save All.. Quick Report, Count Selected Mails, Remove Duplicate Mails and Contacts..
- More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.
Reduce attachments' size with compressing them to zipped files
Actually, we can compress files to zipped files beforehand, and then attach the zipped files in your email. Please do as follows:
1. In the File Explorer, open the folder containing the files you will add as attachments in your email.
2. Select these files, right click and select Send to > Compressed (zipped) folder from the context menu. See screenshot:
3. Click Home > New Email to create a new email in Outlook, and then click Insert > Attach File > Browse This PC or (Insert > Attach File).
Ableton live 11 m1. 4. In the Insert File dialog box, (1) open the folder containing the zipped file, (2) select the zipped file, (3) and click the Open or Insert button. See screenshot:
5. Compose the email and send it.
Reduce attachments' size when sending emails with Kutools for Outlook
This method will introduce Kutools for Outlook's Auto compress outgoing attachments options to automatically compress all attachments to zipped files in outgoing emails.
Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now
1. Click Kutools > Options to open the Attachment Options dialog box. See screenshot:
2. In the Attachment Options dialog box, please check the Automatically compress attachments before sending emails option on the Compress tab, and click the Ok button. See screenshot:
3. Now click Home > New Email to create a new email, and insert attachments as normal, compose the email and send it.
After sending, you will see all attachments in the sent emails have been compressed to zipped files automatically, and all attachments' size are reduced too. See screenshot:
Kutools for Outlook: Add more than 100 handy tools for Outlook, free to try with no limitation in 60 days. Read More Free Trial Now
Demo: reduce attachments' size when sending emails in Outlook?
Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 60-day free trial without limitation!
Related Articles
Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!
- Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features..
- BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features..
- Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject..
- Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All.. Quick Report, Count Selected Mails..
- Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts.. Enable you to do smarter, faster and better in Outlook.
Read time 9 min
Mailbox Full: Your mailbox is full, you may not be able to send or receive items.
As an Outlook user, you may be familiar with this message. With the accumulation of emails, the Outlook mailbox grows in size. And users often neglect or forget this fact. They notice it only after getting the ‘Mailbox Full' error message while trying to access the mailbox.
Main issues with increased Outlook mailbox size?
Outlook users receiving the above-mentioned error due to over-sized mailbox size have to face many associated problems or issues that are listed below:
- Low productivity with slow performance of Outlook application
- Unable to send or receive new email messages, i.e. loss of communication
- Good chances of corruption in Outlook PST file with oversized data
- Loss of data due to increased level of corruption in the PST file
- Outlook application redundancy with unable to use the service
What you can do to reduce the size of Outlook mailbox?
In order to send and receive emails without issues, it's necessary to reduce the size of Outlook mailbox. Deleting some emails and attachments would be the easiest way to do this. But this alone is not enough to cope with the situation. That is why Microsoft has provided some inbuilt features in Outlook to deal with the ‘Full Mailbox' situation. Also, some third-party Outlook management tools are extremely helpful in this regard.
Instant Solution
Try an automated tool Kernel for PST Compress & Compact to remove unused and unwanted space from the PST files and reduce the large PST file
.
A few simple ways to reduce mailbox size are:
- Delete large Outlook emails and attachments
- Use Mailbox Cleanup utilities
- Compress the Outlook data file (PST)
- Archive older PST file items
- Try third-party Outlook management tools like Compress PST, Split PST, Remove Duplicates, Attachment Management
Note: It is recommended to all users take a full backup of their Outlook PST files in advance before performing the manual solutions to reduce the Outlook file size as some may result in data loss due to manual errors.
Delete large Outlook emails and attachments
Deleting large emails, undoubtedly, is the wisest technique. Rather than randomly deleting large-sized files, you can follow a systematic approach to manage Outlook attachments . The steps are:
- Open Outlook. In the folder list, click Search folder, then select New Search folder.
- Scroll down the list and under Organizing Mail, select Large mail. Click Choose under Customize Search Folder.
- Specify a size in the ‘Show mail greater than' box (for example 6000 KB). Click OK to continue.
- Click OK again and a folder named ‘Larger Than 6000 KB' is created under Search Folders. This newly created folder will get updated with the mails of size more than 6000 KB automatically.
When you face mailbox size issues, just go to the Search Folders. There, click on the newly created folder, and delete your mails which are not so important. If you need, you can save the attachments to your drive before deleting it (by right-clicking on the attachment and then clicking ‘Save As' or ‘Save All' option). Continue doing this, until the mailbox has enough space for new emails.
Use Mailbox Cleanup Tools
You can trim the size of your mailbox using the options in the Outlook Cleanup Tools (you can access it by following File>Info>Cleanup Tools).
Three options are available in the Cleanup Tools dropdown list:
- Mailbox Cleanup
- Empty Deleted Items Folder
- Archive
Using the Mailbox Cleanup Option, you can view your mailbox size/mailbox folder sizes. Also, you can find items larger/older than a specified limit.
Mailbox Cleanup also provides you the facility to archive the older items which are not needed anymore. Click AutoArchive to move your unwanted items to a separate folder automatically. With its advanced options, you can filter the items you need to archive. And you can Browse and select the location where you need to save your archived items.
With the Empty option, you can delete all the items present in the Deleted Items folder permanently. Before that, you can view the deleted folders and subfolders (if any) and their sizes.
Compress the Outlook data file (PST)
In Outlook, Outlook data files can be compressed manually. Compressing files would help in restoring some space in the mailbox. Before starting the procedure, delete the items that are not required. In Navigation pane, right-click the Deleted Items folder and then click Empty ‘Deleted items' folder. Then follow the steps given:
- Launch Outlook. In the File tab, select Account Settings and then click Account Settings.
- Click the Data Files tab, select the PST file to compact, and then click Settings.
- In Outlook Data File dialogue box, click Compact Now. This is the final step.
Archive older PST file items
Compress Outlook Mailbox
Microsoft Outlook includes an AutoArchive feature to archive the old or unrequired PST file items to a separate PST file on the system hard drive which users can make use of whenever required. Let us know the steps to perform this.
- Launch your Microsoft Outlook application.
- Move to Files>Options>Advanced.
- Navigate to the AutoArchive section on the panel and click AutoArchive Settings under it.
- Now select the checkbox saying Run AutoArchive every days and provide the number of days as an interval for regular automatic archiving process.
- Provide opther options like deleting old items, etc. and finally click on AutoArchive.
Note: You can archive items manually from PST file mailbox as well.
Try third-party Outlook management tools
With third-party tools, it is easy to manage the size of Outlook mailboxes. Tools are available to compress and compact PST files, to remove duplicate items from mailboxes, and even to split large PST files. Some favorite tools for Outlook management are:
- Kernel for PST Compress & Compact
This tool compresses and compacts Outlook PST files to reduce their size. It clears unnecessarily space so that new data can be saved. Compress PST tool also removes attachments from emails and saves them to a separate folder.
- Kernel for PST Compress & Compact
- Kernel for Outlook Duplicates Remover
This tool helps users to remove Outlook duplicate items from mailbox folders. It uses advanced filters to detect duplicate items.
- Kernel for Outlook Duplicates Remover
- Kernel for PST Split
This tool helps to split large-sized PST files into small PST files. It splits files based on criteria like Date, Size, etc. Even password-protected PST files can be split using this split PST tool.
Third-party tools for Outlook management have many advantages over manual methods. They are more reliable, efficient, and fast compared to manual methods.
Conclusion
Unusual size of mailboxes can trouble Outlook users in many ways. However, some manual tricks, as well as efficient third-party tools such as Kernel Outlook Management Tools as described above, are available to handle these issues properly.
Compress Outlook Pst
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