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Outlook Data File Too Large for the Destination System – Solved

Published By Raj Kumar
Aswin Vijayan
Approved By Aswin Vijayan
Published On April 5th, 2024
Reading Time 8 Minutes Reading
Category Outlook

Some Outlook users are facing issues with opening Outlook data files too large for the destination system. You can have a quick look at the following article to resolve the Outlook data file too big query.

Table of Content

Get to Know ANSI and Unicode Outlook Data Files

ANSI: ANSI stands for American National Standard Institute

  • Before 2003, Outlook used ANSI as the default file format which has a maximum size limit of 2 GB.
  • Users can easily copy, move, or export the old ANSI messages to the new Unicode file format.

Unicode: Unique number for every character

  • After 2003, Outlook started using Unicode as the default format which provides a file size limit of 20 GB.
  • It supported multiple character sets.

Outlook Data File Too Large to Open – Get Solutions

With the increase in Outlook PST file size, Outlook reduces its speed and becomes slower day by day after reaching its limit, if the PST file size increases further then the PST file size may get corrupted. Then in this content, we have also described the best solutions to resolve the problem of Outlook data files being too large for the destination system. The software offers this option to extract, remove, and compressor saves PST with or without attachments. So, it allows the user to compress and split Outlook PST files into smaller parts and save them at the desired location.

Manual Solution: Outlook.pst too Large For the Destination File System

You have been using Microsoft Outlook for a long time, which results in a large mailbox size—now getting a PST file too large error message. Check out the below-mentioned workarounds to solve the PST file too large to open issues.

Method-1: Extract PST Files Using Import/Export Wizard

Perform the steps listed below and fix Outlook data files too big issue manually:

  • Start MS Outlook and navigate to File >> Account Settings >> Select Account Settings.
  • After that, select the Data Files tab and click on the Add button.
  • Enter the name and location in the new window that will appear on the screen to save your new file and click the OK button.
  • Now, locate the import option by clicking on File >> Open >> Import.
  • The Import and Export window will appear, choose the Export option, and select the Next option.
  • Select the PST file which you want to extract and click on the Next option.
  • Choose the desired folder and its items to export. Check the Include Sub Folder option.
  • Click on the Browse button and PST files will be exported to their desired location.

Method 2: Move to Folder Option to Fix Outlook Data File Too Large for the Destination System

Perform the steps listed in the below section. It will help you to resolve the Outlook data file too large an error manually.

  • Open the Microsoft Outlook application and locate File >> New >> Outlook Data File.
  • A new window will appear, here select the PST file and click on OK.
  • In the Create Microsoft Personal Folders window, enter the name for the new PST file.
  • Select one or more folders to move this new PST file.
  • Click on the Edit option and mark the checkbox Move to Folder option.
  • Move Items dialogue box will be displayed and select the New button.
  • The Create New Folder Window will appear. Name the new folder.
  • In the “Select where to place the folder” option, select a new PST file and click the OK button.
  • Click OK to end the process.

Method 3: Split a Large PST File Using the Archive option

Use the Outlook archive feature to resolve the Outlook data file taking up too much space issue.

  • Launch the Microsoft Outlook application.
  • Click on the PST file which you want to move to the new PST file.
  • Select the File tab and hit the Archive option.
  • From the Archive Window, select the checkbox “Archive this folder” and “subfolders” options.
  • Choose the respective folders which are to be archived.
  • Click on the Browse button and select the desired location to save the archived PST file. After clicking the OK button.

Alternative Solution: Fix the Outlook File that is Too Large for the Destination

If the user is fed up with extracting email files one by one. Then we recommend the users try PST Compress Tool to reduce the size of the Outlook PST file. This tool provides the option to compress & reduce the size of the Outlook PST data file. The software offers three different options to reduce Outlook file size.

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This application also saves the attachment to a specific folder after extracting and compressing. It provides an option to exclude or include any folder during the PST file compression procedure. Users can install and download this application without administrator rights.

Note: You can also, fix Outlook PST data file too large problem with the help of split PST software free download. This software will help you to split the large Outlook PST file easily.

Working Steps to Resolve Outlook.pst Too Large for the Destination File System

1: – Launch the tool and select the Add File or Folder option.

the file outlook.pst is too large for the destination
2: – Choose the Compress Attachment option from the panel.

outlook file is too large for destination3: – Then, Select the categories, from the select filters for Attachments.

outlook.pst too large for the destination file system
4: – Finally, the process to compress PST files is successfully done.

the file outlook.pst is too large for the destination

Advantages of Automated solution

  • Can Reduce Outlook PST files of big size?
  • Compact multiple Outlook PST files at once
  • Compress a single PST file or a complete PST folder
  • The users can easily remove, extract & save attachments
  • Compress all PST files including ANSI & UNICODE files
  • Supports all MS Outlook and Windows versions
  • Data loss cannot occur

Outlook PST File Too Large to Transfer – User’s Query

“I use MS Outlook email client to manage my contacts, emails, calendars. Recently, when I started my Outlook, I got an error to fix PST files too large to open. I am literally worried about the crucial business information stored on Outlook. Also, how would I be able to store my future emails on the Outlook? When it is already overloaded. I could really wish that if somehow my problem could be resolved, would be really thankful to anyone who could guide me in the right direction.”

“I am using MS Outlook for the past 5 years. Today, when I opened Microsoft Outlook. A message i.e., to fix PST files too large to open issue was displayed on the screen. So, I tried to remove some of the unnecessary emails. But, still, I do not get enough space to rely on. I am a Project manager and I receive important emails regarding all the client meetings. Now, I wish that if anyone could tell me the correct approach to make space in my Outlook. I want to thank the person in advance.”

The Verge

This article resolves the user query i.e., the Outlook data file is too large for the destination system. We have discussed different solutions to resolve the issue of Exceeding Outlook PST file size. If the user has to extract 10-20 email files then, the user can extract them manually. But, if the user has to empty a large portion of their Outlook data file then, we suggest the users try the efficient solution to batch compress Outlook PST file at a time. So, the user could reduce the burden of compressing the PST files one by one and save time.

Some Questions Asked by Users

Q. How do I fix the Outlook file that is too large for a destination?

Ans. When the file is too large for the destination, users have to reformat the destination to exFAT, or NTFS. Be aware that format will lead to data loss, and using a professional partition manager to export FAT to NTFS should be a much better way.

Q. How do I move large files to portable devices?

Ans. Please make sure the USB drive is formatted to either exFAT or NTFS. If not, do partition format first. Then users should have no issue in moving large files to the USB drive.