How to Fix Outlook PST Data File Oversized or Reaching Maximum Size Limit

Summary

This guide helps you troubleshoot and resolve: How to Fix Outlook PST Data File Oversized or Reaching Maximum Size Limit. Follow the steps below to fix the issue.

Common Causes

Outlook uses Personal Storage Table (.pst) files to archive emails, calendar entries, and contacts locally on your computer. If a PST file becomes too large, Outlook may slow down, freeze, or display errors stating the data file has reached its maximum size limit. This guide explains how to reduce the size of your PST file and improve Outlook performance.

Quick Fix Steps

1. Empty the Deleted Items folder.
2. Empty the Junk Email folder.
3. Archive old emails to a separate PST file.
4. Compact the PST file to reclaim unused space.

Detailed Instructions

1. Empty Deleted Items and Junk Email

1. Open Microsoft Outlook.
2. Right-click the Deleted Items folder in the folder pane.
3. Select Empty Folder.
4. Repeat the process for the Junk Email folder.

2. Archive Old Emails

1. Go to File > Info > Tools > Clean Up Old Items.
2. Select Archive this folder and all subfolders.
3. Choose the folder you want to archive.
4. Select a date under Archive items older than.
5. Choose a location for the archive file or accept the default.
6. Click OK.

3. Compact the PST Data File

Compacting removes empty space left behind after deleting items, reducing the actual file size on your hard drive.

1. Go to File > Account Settings > Account Settings.
2. Click the Data Files tab.
3. Select the PST file you want to compact.
4. Click Settings.
5. Click Compact Now.
6. Click OK to close the dialog boxes.

4. Locate Your PST File

If you need to back up or move your PST file manually, you can find its location in Outlook:

1. Go to File > Account Settings > Account Settings.
2. Click the Data Files tab.
3. Select the data file and click Open File Location.

PST files are typically stored in:

C:\Users\[YourName]\Documents\Outlook Files

Troubleshooting

Outlook is Running Slowly

• Ensure your PST file is under 50 GB for modern versions of Outlook.
• Disable unnecessary add-ins by going to File > Options > Add-ins.
• Restart Outlook in Safe Mode by holding Ctrl while launching the application.

"PST File Has Reached Maximum Size" Error

• Archive older items to a new PST file using the steps above.
• Compact the data file to reclaim unused space.
• Consider moving to an Exchange or Microsoft 365 mailbox, which uses an OST file and does not have the same local size restrictions.

Related Articles

• Setting Up an Email Account in Outlook (POP/IMAP/Exchange)
• Managing Email Signatures in Outlook
• Troubleshooting Outlook Send/Receive Errors
• Backing Up and Restoring Outlook Data Files (.pst/.ost)
• Organizing Emails with Rules and Alerts in Outlook
• Using Outlook Calendar and Scheduling Meetings

If you continue to experience issues with your Outlook data file, Open a Ticket with our Brisbane support team.

Still Having Issues?