How to manage Outlook pst

Question

I am using outlook for many years
And now i have a huge pst file , i want to know that is there anyway to divide pst based on the email date?

Now is as below :

2000
2001
2002
...
2021 --------> pst file

And want become as below;

2000 2000.pst
2001. 2001.pst
....
2021. 2021.pst

Answer 1

Hi @shahram rasti ,

I am not sure if I got your requirement ...
One option is to create a pst per year, for instance 2000.pst, 2001.pst, ....
After the pst files are available in Outlook you can create a folder structure in each pst as you like.
Finally the emails can be sorted into the appropriate folder in the pst

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(If the reply was helpful please don't forget to upvote and/or accept as answer, thank you)

Regards
Andreas Baumgarten

Answer 2

Hi @shahram rasti ,
Welcome to Microsoft Q&A forum and posting your question here.
From your description, it seems that you want to divide the large .pst file into yearly .pst file, right?
According to my search, it is feasible to divide a pst-file via the Archive feature in Outlook.
Before you start, you must configure Outlook to archive based on the Received date rather than the Modified date.

• Step1: Modify registry to archive based on the Received date
  (Important: Follow the steps in this section carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it, back up the registry for restoration in case problems occur.)
  According to your Outlook version to find the key in registry
  Key for Outlook 2010:
  HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences
  Key for Outlook 2013:
  HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences
  Key for Outlook 2016, 2019, and Microsoft 365:
  HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences
  Value name: ArchiveIgnoreLastModifiedTime
  Value type: REG_DWORD
  Value: 1
  
  
  
• Step2: Archive:
  File > Info> Tools > Cleanup old Items or
  
  File > Info > CleanupTools > Archive
  
  (1)Select Archive this folder and all subfolders and select the entire mailbox
  (2)Set the “Archive items older than:”, if you want to create your first archive before 2001, set the date to the 1st of January 2001.
  
  (3)Specify a name and a location for your .pst file.
  You may repeat the above steps to split up the .pst file into yearly archives.
  Each time for Creating a yearly archive file needs to specify a different date and a different name.
• Step3: Decrease data file
  Once you’re done creating yearly archives, you might notice that your original .pst file still hasn’t decreased much in size.
  You can use the Compact Now button to decrease the .pst file.

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Answer 3

Close any messaging programs such as Outlook, Microsoft Exchange, or Microsoft Windows Messaging.
Select Start, and then select Run.
Double-click the Mail icon.
Select Show Profiles.
Select the appropriate profile, and then select Properties.
Select Data Files.

Regards,
Jimmy

Answer 4

To divide your large Outlook PST file into separate files based on email date, you can follow these steps:

1. Open Microsoft Outlook and navigate to the File tab.
2. Locate the option for exporting or creating a new PST file.
3. Choose the option that allows you to export or create a PST file based on a specific date range.
4. Specify the desired date range for each file, such as 2000, 2001, and so on.
5. Select the destination folder where you want to save the newly created PST files.
6. Initiate the export process and repeat these steps for each year you want to separate.