How DataVare Outlook PST Split Expert Helped Manage an Oversized Outlook Mailbox: Full Review

Introduction

I didn't really notice how big my Outlook mailbox was for years. One Outlook data file contained all of the project emails, client attachments, invoices, meeting invitations and archived conversations. Outlook eventually became noticeably slower. Backups took longer, searching emails took longer and occasionally opening the mailbox caused it to freeze.

Like a lot of Outlook users, I first thought that removing old emails would fix the problem. It was just momentarily helpful. My mailbox archive had grown too big to handle comfortably, which was the true issue.

I began searching for workable solutions to separate my Outlook archive into more manageable files without sacrificing email structure or folders. After experimenting with several strategies, I evaluated both manual techniques and specialized software to determine which was more effective.

This review details my entire experience, including what worked and what didn't, as well as whether or not the software was truly worthwhile.

Understanding Outlook PST Files

A Personal Storage Table (PST) file is used by Outlook to store mailbox data. This file contains practically everything relevant to an Outlook profile, including:

• Emails
• Contacts
• Calendars
• Remarks
• Tasks
• Attachments
• The hierarchy of folders

POP accounts, archived mailboxes, exported Outlook data and personal backups are all often utilized with PST files. These files can easily expand to several gigabytes over the course of years of discussion.

Although contemporary Outlook versions enable larger mailbox files than older releases, exceptionally large archives can generate practical concerns such as:

• Outlook starts slowly
• Postponed email searches
• Extended backup duration
• Higher corruption risk
• Having trouble managing mailboxes

Splitting a large mailbox into numerous smaller archives can dramatically improve organization and overall performance.

Top Ways to Handle Large Outlook Archives

There are several techniques to reduced a large Outlook mailbox.
Some users choose to:

• Removes duplicate emails
• Often empty Deleted Items
• Store attachments outside of Outlook
• Save obsolete folders
• Make numerous archive files
While these techniques help reduce the size of mailboxes, they frequently need significant manual effort and ongoing maintenance.
The most feasible long-term solution for customers with years' worth of preserved emails is typically to divide the mailbox into manageable archive files.

How to Break an Outlook Mailbox Manually

Microsoft Outlook does not have a straight "Split PST" option. Users can, however, manually add more archive files and relocate folders among them.

Steps

1. Open Outlook.
2. Choose the File menu.
3. Select Account Preferences.
4. Access Data Files.
5. Click Add.
6. Make a new data file in Outlook.
7. Give the archive a suitable name.
8. Go back to the mailbox.
9. Choose older folders.
10. Drag and move them into the new archive.
11. Continue until the original mailbox grows smaller.

Another solution involves using Outlook's built-in Archive feature to relocate older emails automatically based on date.

Limitations of the Manual Method

The manual method is effective, but I soon discovered that it gets unfeasible for really large mailboxes.

Among the difficulties are:

• It takes a lot of time to process thousands of emails.
• Manual folder selection.
• Higher probability of inadvertent mistakes.
• It is challenging to divide files according to their exact size.
• No automation.
• Needs familiarity with Outlook.
• Not the best option for corporate archives.

Repeating the same procedure becomes tiresome for customers who manage numerous mailbox files.

Tool-Based Approach

I tested DataVare Outlook PST Split Expert on one of my larger Outlook archives, which had about 32 GB of email data, in order to avoid manually arranging several years' worth of correspondence.

For someone without technological expertise, the UI felt manageable and the installation was simple. I chose the source mailbox, selected the preferred split option, specified the destination folder and began the procedure rather than manually creating archive files.

The software provides various practical split possibilities rather than forcing only one technique. Depending on different scenarios, files could be separated based on size, folders, date or other applicable parameters. The original mailbox did not alter throughout testing, but new Outlook data files were generated automatically.

The preservation of the folder organization, attachments, contacts, calendar entries and email layout following the procedure was another encouraging finding. Outlook opened each newly produced archive without displaying any issues after it was finished.

Rather than replacing Outlook, the utility just automated a procedure that would otherwise need hours of human work.

Steps for Using This Software

My testing process was simple.

1.     Before beginning, close Outlook.

2.     Launched the program.

3.     Selected the large Outlook mailbox.

4.     Select the split option of your choice.

5.     Specified the output folder.

6.     Started the processing.

7.     Waited for completion.

8.     Opened the newly created Outlook archive files to confirm the outcomes.

During verification, all folders displayed correctly, attachments opened normally and no lost emails were found.

Real-World Example

I have about six years' worth of business correspondence in one of my archive files.

It contained:

• Over 85,000 emails
• Hundreds of folders for projects
• Invoices from clients
• PDF files
• Excel reports
• Calendar appointments
• Contacts

Opening this inbox inside Outlook has grown irritating because searches sometimes take several seconds.

I separated the archive into multiple smaller mailbox files rather than erasing past data.

Outlook's navigation much improved when the new files were imported. Search performance was enhanced, folder expansion felt faster and backing up individual archives took significantly less time than duplicating a single, very large mailbox.

Performance Insights

I concentrated on more than processing speed during practical testing.

These are my findings.

Consistency

The software performed the procedure without unexpected disruptions.

Integrity of Data

The folder hierarchy, contacts, calendars, emails, attachments and notes did not alter.

Speed of Processing

Naturally, splitting a big collection took time, but the program made steady progress the entire time.

Utilization of Resources

Other simple programs could continue to function while processing because CPU use remained mild.

Compatibility

Without further correction, the resulting Outlook data files opened successfully in Outlook.

Benefits and Limitations

Advantages

• Beginner-friendly interface
• Several possibilities for mailbox division
• Maintains the original mailbox design
• Maintains email formatting
• Keeps attachments intact
• There was no discernible data loss during testing
• Fit for big Outlook files
• Saves much manual effort

Limitations

• When processing, Outlook shouldn't be running.
• The size of the mailbox affects processing time.
• Before splitting, advanced users might still need to organize their archives.

Detailed Pricing

The software is available in different licensing options to suit individual and business requirements:

Personal License:

·         Made for individuals and non-commercial use.

·         Installed on 2 devices.

·         One-year validity.

·         Priced at $29.

Business License:

·         Made for small businesses and commercial use.

·         Installed on 50 devices.

·         Lifetime validity.

·         Priced at $299.

Enterprise License:

·         Made for large organizations and commercial use.

·         Installed on more than 100 devices.

·         Lifetime validity.

·         Priced at $499.

Why It is a Better Choice

A few useful benefits emerged after contrasting manual techniques with various mailbox management strategies.

• Removes the need to move folders by hand repeatedly.
• Lowers the likelihood of user error.
• Preserves mailbox organization automatically.
• Handles very big archives more comfortably.
• Provides a variety of splitting techniques for various needs.
• Produces Outlook-ready archive files without extra conversion.
• Requires minimal technological knowledge.

Consistency was the greatest benefit. The entire process became much simpler to handle rather than requiring hours of manual folder organization.

Frequently Asked Questions

Can performance be enhanced by dividing a large Outlook mailbox?

Yes. Smaller archive files are often easier for Outlook to access, search and back up.

After dividing, would my attachments still be there?

During my tests, every attachment remained available inside the freshly formed mailbox files.

Does splitting remove emails from the original mailbox?

No. During testing, the process preserved the original mailbox while producing distinct archive files.

Is technological expertise necessary?

No. The process is simple and appropriate for people with very basic Outlook knowledge.

When is it required to divide a mailbox?

Dividing the archive is frequently a sensible maintenance step if Outlook becomes slow, backups take too long or the mailbox has grown dramatically over several years.