When you configure a profile in Outlook with POP3 account, it automatically creates a PST file at the default location on your PC. If you’ve multiple profiles in the Outlook application, this means there are multiple PST files at the default location. You may also have multiple old/archive PST files containing backups of your important mailbox data.
Sometimes, managing multiple PST files can be a challenge. Hence, you can combine or merge multiple PST files into a single PST file for better mailbox data management. In this post, we have mentioned some easy ways to merge PST files without duplication of data.
Reasons to Merge PST Files
There are several reasons why you may need to merge PST files. Some of these are:
- To streamline mailbox data management and access by consolidating items from various PST files into a single PST file
- To eliminate data duplicity
- To create a consolidated PST file containing mailbox items from several PST files
Methods to Merge PST Files
Below, you will discuss different methods to merge multiple PST files into a single file.
Method 1: Use the Outlook Import/Export Wizard to Merge PST Files
Outlook doesn’t have a dedicated feature to merge PST files. However, as a workaround, you can use Outlook’s built-in Import/Export wizard to import data from different PST files into a single PST file. You can merge PST files into a new PST file or an existing PST file. Here is a detailed process to merge PST files into a new PST.
Part 1: Create a new PST file in Outlook
You have to first create a new PST file in Outlook. Here is what to do:
- Launch Outlook.
- Click on the Home tab.
- Go to New items > More Items > Outlook Data File.
- Give your new data file a name and click on OK.
- You will see the newly created PST file in the left pane in Outlook.
Part 2: Merge PST files into the new PST file
After creating the PST file, you can use the Import/Export wizard to merge other PST files into it. Here are the steps:
- Click on File.
- Go to Open & Export > Import/Export.
- Select the Import from another program or file option and click Next.
- Choose Outlook Data File (.pst) and click Next.
- Browse for the PST file that you want to merge and select the desired option for duplicate items. Click Next.
- Select the Import items into the same folder in option and then select the new PST file. Ensure that the Include folders checkbox is selected and click Finish.
- MS Outlook will begin importing the mailbox items from the selected PST file into the newly created PST file.
- Once done, you will see the imported items in your newly created PST file.
Note: Similarly, you can merge other PST files into the new PST file or an existing PST file.
Drawbacks of using Import/Export Wizard to Merge PST Files
The Import/Export wizard is a free utility that lets you merge PST files. However, there are some limitations:
- This method can only merge a single PST file in an operation.
- The process is slow and time-consuming.
- There are chances of missing data or data duplicity.
- It is suitable for merging a few PST files.
Method 2: Use a Specialized Outlook PST Merge Tool
To save time and merge multiple PST files with ease, you can use Stellar Merge Mailbox for Outlook. It is a powerful PST file merge tool designed specifically to merge multiple Outlook PST files into a single PST in one operation. The tool retains folder structure and hierarchy while merging the PST files.
Here is how you can use Stellar Merge Mailbox for Outlook to merge PST files:
- Download and install Stellar Merge Mailbox for Outlook on your system. Launch it.
- Click on Add PST under the Home tab.
- Browse for the PST files and click Open.
- Once the files are added, click Next.
Note – There are additional filters, such as Remove Duplicate, Exclude Deleted Folder, etc., available in the top panel. Use them as per your discretion.
- On the next screen, you will see the Saving Options section in the right pane.
Note – The Join PST option allows to add each PST file as a separate folder in the primary PST file.
- Choose the Merge PST action and select an additional option under it. Click on Browse to select the destination folder to save the merged PST.
- After making your selection, click Merge to begin merging PST files.
- After successfully merging the PST files, the software will show the Process Completed message. Click OK to end the process.
Conclusion
Merging multiple PST files into a single file improves mailbox data organization and management. It also eliminates data redundancy by removing duplicate data. You can use Outlook’s built-in Import/Export utility to merge PST files. However, the best way to merge multiple PST files is by using Stellar Merge Mailbox for Outlook. This specialized tool lets you merge single or multiple PST files in a single operation. It simplifies the PST merge process and retains the mailbox folder structure during the operation.
