How to Split Large OST Files to Improve Outlook Performance?

Is your Outlook running slow, or are there issues while accessing the OST file? Businesses use Microsoft Outlook daily for their emails, calendars, and essential tasks. When you operate Outlook with an extensive flow of data daily, it may cause several issues. Splitting large OST files becomes necessary because they store all the information saved on your computer.

The problem occurs when you neglect the size, which gradually increases with the constant sending and receiving of data. This guide will assist you in understanding the issue with big OST files and how to split them. We will explain simple solutions to help your Outlook run fast and smoothly again.

What Leads to an Oversized OST File?

OST file is accessible without the internet, but sometimes, it cannot open particular Outlook items when offline. Still, when disconnected, you can write and send new emails when it restores the connection.

It makes the OST File too big, which slows down your Outlook. It can disrupt your workflow, along with the risk of data loss.

The OST file grows because it has many things:

All your emails, including those you have received and sent.
Stored data in all your calendar events, past meetings and future plans.
Stored data in your contacts' names, email addresses, and phone numbers.
All the tasks that you have aligned to perform in future.
Multiple files, such as documents, photos, or spreadsheets, are attached to your emails.

Note: Whenever you receive a new email, your OST file gets slightly bigger. If you do not check and do not clean up, it will keep growing and become oversized.

What are the Issues with Large OST Files?

Oversized files are always prone to multiple errors, such as synchronisation, corruption or data loss. It might cause an interruption in the business, and there are other signs that can help you detect OST size issues. Here are the signs to know:

Outlook Performance Issues: This is the biggest problem most people notice when their Outlook operations take more time to load.
Search Delays: A large OST file can take a long time to provide results when you search through your OST file with the Search bar.
Outlook Freezes: Sometimes, a big OST file disrupts the Outlook program, which can freeze and show a "Not Responding" message.
Corruption: When the OST file gets very large, it is more likely to get errors or become damaged due to corruption.
Synchronisation Failure: Large OST files often struggle to sync all the changes of the Exchange Server correctly.

When Should You Consider Splitting an OST File?

The expert suggestion to maintain a healthy Outlook environment includes regular checks on the OST file. If you do so, then you should consider splitting your OST file if:

It is larger than 10–15 GB, and Outlook has started slowing down.
Outlook is showing errors related to synchronization.
If the regular mailbox size is about to get over the limit.
When you frequently receive “OST file is too large” warnings.
Your data backup processes fail due to the large file size.
Outlook search is taking longer than usual.

How to Split Large OST Files?

Microsoft Outlook has no specialised built-in feature to split large OST files directly. However, you can split them through manual solutions and use a third-party tool to automate the process. Find the practical methods available below:

Solution 1: Archive Old Emails

The archive feature is available to save OST files locally as a backup. It will help you prevent surpassing the OST size limit.

Run Microsoft Outlook, go to File > Tools > Mailbox Cleanup.
Under the Mailbox Cleanup wizard, click on AutoArchive to archive your old mail.

Solution 2: Compact the OST File

One of the valuable features offered within Microsoft Outlook is that it allows the OST file size to be reduced with the compression feature. Here is the stepwise process:

Go to File > Account Settings > Account Settings.
Under the Data Files tab, select your OST file and click on Settings.
After that, click on the Compact Now option and click OK.

Solution 3: Use Third-Party OST Split Tools

The right strategies to reduce the OST file size play a vital role. One of the standard practices widely adopted by businesses is to convert the OST file into PST. It will help to move old or archived emails and reduce the file size. However, manual conversion to PST files may not provide appropriate results.

It's better to use the Kernel OST to PST Converter software, an automated tool that supports complex conversions easily. The tool helps convert files like emails, contacts, calendars, attachments, etc., from offline, damaged, inaccessible, or corrupt OST files.

How to Keep Your OST File Healthy?

Precautions are always better, even if you maintain healthy Outlook operations. You need to follow certain routine checks mentioned below:

Backup Regularly: Frequent backups or data archives are necessary with updated data to secure data. The best way is to set up a backup schedule every few months to archive your older items.
Clear Deleted Items Folder: Every time you delete an email from your inbox, it is stored in the Deleted Items folder. So, you must clear this folder once a week or regularly.
Move Large Attachments: Sometimes, you receive emails that carry large files, such as a big presentation or video, within the email. So, you need to save that file to the computer's hard drive or a shared network drive.
Check Mailbox Size: You must check the size of your mailbox regularly, as it can get oversized at any time. If you find that your mailbox is getting large, then you must free up the data.

Conclusion

A large OST file creates multiple issues in Outlook and increases the risk of data loss. Business administrators find it difficult to prevent problems caused by oversized OST. It is evident that the best option is to split large OST files.

In the above article, we have discussed the problem of large OST files and the best approach to resolve it. You can find both manual and automated solutions in this guide. However, manual approaches carry various demerits, which is why the better choice is to use the Kernel for OST to PST converter tool. Take the free trial today to know more.