What Is the Best Way to Merge and Join Multiple PST Files in Outlook 365?

Microsoft Outlook is one of the most used email clients for organizing calendars, contacts, tasks, emails, and other data. As users archive data or create numerous Outlook accounts, they frequently acquire multiple PST files over time. Keeping track of all the PST files can be difficult and time-consuming. This is where joining or merging PST files is useful. You can better organize your data and have access to everything from one location by integrating them into a single file.

This guide will show you how to merge multiple PST files. We'll go over the manual method that Microsoft Outlook offers as well as how a specialized application greatly simplifies the process, particularly for Outlook 365 customers.

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Why Join or Merge PST Files?

Let's first examine the significance of combining PST files before going on to the techniques:

Centralized Management You can manage all of your data in a single PST file rather than looking through several files.
Better Outlook Performance Access speeds up and corruption risk is decreased when there are less large files.
Prevent Data Loss Better backup and recovery are ensured when all data is kept in a single PST.
Improved Organization Calendars, contacts, and emails can all be kept in one location without being duplicated.
Migration Ease Importing a single PST file is simpler when switching to Outlook 365.

Using Outlook to Merge PST Files Manually

Although there is not a direct "merge" option in Microsoft Outlook, you can continue to use the Import and Export Wizard to manually combine PST files. If you simply have a few files, this procedure can be a little time-consuming.

How to Manually Merge PST Files:

Open Outlook

Start your computer's Microsoft Outlook application.

Make a fresh, empty PST file.

Select the Home tab.
To access the Outlook Data File, select New Items > More Items.
Click OK after selecting the new PST file name and location.

Utilize the Import Function

Choose Open & Export > Import/Export under the File tab.
Click Next after selecting Import from another program or file.
Click Next after selecting Outlook Data File (.pst).

Include Your PST Documents

Select the PST file you wish to merge by browsing it.
Choose if you wish to prevent repeating emails, do not import duplicates.
Select the folder where the data should be loaded in your newly generated PST file.

Repeat for Every File

For each PST file you wish to merge, follow the previous procedures.

At the end of this procedure, all your PST files will be merged into one new PST file.

Drawbacks of the Manual Approach:

It takes a long time if you have a lot of PST files.
Outlook technical expertise is required.
Large PST files cannot be managed well.
Lack of a filter or customization option before merging.
Data duplication could occur if it is not done carefully.

It is recommended to use an expert program if you require sophisticated functionality or are working with several PST files, especially large ones.

Automated Solution to Merge & Join Multiple PST Files for Outlook 365 Users

The manual approach could seem complicated to mistakes for Outlook 365 users. Softaken Merge PST Software is an example of an advanced tool that can be useful in this situation. In addition to offering numerous other advantages & it streamlines the entire procedure.

Important characteristics of the software

Merge Unlimited PST Files Overcome size limitations by combining several PST files into a single PST.
The link Option allows you to link PST files by making distinct folders for each file within a single PST instead of combining folders.
Supports Every Version of Outlook. It works well with Outlook 365, Outlook 2007, 2010, 2013, 2016, 2019 and 2021.
No Risk of Data Loss All data including contacts, calendars, tasks, emails, attachments and notes are preserved during the merging process.
Skip Duplicate Items This prevents the addition of duplicate contacts or emails.
Easy-to-use Interface Made for both non-technical and technical users.
Selective Merging This feature lets you choose which folders to merge & such as Contacts, Sent Items or Inbox.

How to Use the Tool to Merge PST Files

Download the software, install it, and open the Merge PST Tool on your computer.
Click Add Folder or Add File.
To preserve each file as an individual folder inside a single PST and select Join PST. Alternatively, select Merge PST to merge similar folders.
Examine emails, contacts and folders to confirm everything is correct.
To save the newly merged PST file & click Browse and choose the desired location.
Once the process is finished, click Merge.
Go to File > Open & Export > Open Outlook Data File in Outlook, then choose the merged PST to see all the combined data.

Manual vs. Automated Method

Manual Method
The Outlook Import/Export utility lets you merge PST files manually by creating a new PST and importing each file one by one. Despite being free, it takes a lot of time, does not remove duplicates and has trouble with large files. This method requires patience and technical knowledge and is only appropriate for small scale tasks.

Automated Method
A professional PST merge tool makes the process easier by enabling the simultaneous combining of multiple files. It preserves data integrity while enabling selective folder merger, duplicate removal and unlimited file sizes. It is the greatest option for Outlook 365 customers with big or multiple PST files because it is easy to use and effective.

Final Thoughts

The greatest way to merge multiple PST files if you use Outlook 365 is to merge them. Although it is possible, the Outlook manual import/export process can be slow to errors. Using a professional application like Softaken Merge PST Software guarantees that your data is combined safely and without any technical hassles, making it a more effective, dependable and user-friendly method.

Whether you use the manual method for a small number of files or an automated tool for larger more complex requirements, consolidating your PST files will improve your Outlook experience by making it smoother, faster and more organized.