If you use Microsoft Outlook regularly, you've probably accumulated multiple PST files over time, whether from old backups, multiple accounts, or archived data. Managing multiple PST files can be frustrating, slowing down your searches and making them difficult to organize.
The best solution? Merge all PST files into one streamlined Outlook data file - without losing a single email, contact, or calendar entry. This will keep everything in one place and easily accessible.
In this article, we'll cover both manual and professional methods, as well as important precautions to take to ensure a safe, loss-free merging process.
Why Merge Outlook PST Files?
Here are the main reasons Outlook users decide to merge PST files -
- Enhanced search efficiency- searching across multiple PST files can be slow or frustrating; merging them allows Outlook to search one large PST file, significantly speeding up the process.
- Easy date migration - Managing one PST file simplifies transferring or archiving your data.
- Duplicate Removal- merging PST files allows you to remove duplicate items and free up space.
- All in one access - you can view emails, contacts, calendar, and folders in one file.
- Improved Outlook performance - Having too many PST files can sometimes slow down Outlook performance. Merging them can help improve speed and responsiveness.
How to Merge PST Files?
Now that you understand the need to merge PST files, let's explore two practical methods to get it done - one manual approach through Outlook, and another using a professional tool for faster results.
Manual Method to Merge PST Files in Outlook
Microsoft Outlook does not have a direct “Merge” function, but you can manually combine PST Files by using its import features
Step 1- Create a New PST file
- Open Microsoft Outlook and click on the “down arrow”, next to the “New Emails” tab> then select More Items and choose Outlook Data File
- Now choose a location where you want to save the newly created PST file, name the file, and click OK
Step 2 - Import Existing PST Files
- In Microsoft Outlook, go to File, then Open & Export, and click on Import/Export.
- Then select import for another program or file option, and then Next.
- Choose the Outlook date file(.pst), then click Next.
- Now browse and select your PST files you want to import, as well as select Do not import duplicates, and hit Next
- Choose the folder to import into and click on finish
Limitations of the Manual Method
- It can import only one file at a time
- It cannot merge password-protected files.
- It does not remove duplicate items automatically
- Time-consuming for a large number of files
Smartest way – Using MailsDaddy PST Merge & Join Tool
For anyone who values their time and wants to merge PST files quickly and without losing data, MailsDaddy PST Merge & Join tool is the best option.
It lets you merge multiple PST files into one in just a few clicks, supports password-protected files, and does not require Outlook to be installed
Key features-
- There is no need to have Outlook installed to merge files
- Combines multiple files at once
- Remove duplicate items
- Support both PST formats, ANSI and Unicode
- Supports All Outlook Versions from 2003 to 2021 (including Microsoft 365).
- Compatibility with password-protected files
How to Merge PST Files with MailsDaddy (Step-by-Step)
- Download and install the PST Merger on your Windows system. Click on the "Get Demo" for the free trial version or activate with your license for full access.
- Launch the software and click on the Add file button. Now select all PST files that you want to merge into the Outlook PST file
- Click the folder icon to browse and set the destination path. Then select all PST files you want to merge.
- Click the Merge button and wait for the process to complete.
- Once the merging is completed, the “Merging successfully” message will appear. Click ok to finish the process
Conclusion
This article explained why merging multiple Outlook PST files is important and provided two ways to complete the process. While MS Outlook's built-in method can help but it is not ideal for large or password-protected files; it works for small jobs. For a faster, more reliable, duplicate-free merge and effective solution, use MailsDaddy PST Merge & Join Tool. With the demo, users can combine up to 20 emails/items from each folder.