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Imagine you are using Outlook to send emails, and just as you click on the send button, a message pops up, “Outlook Data File Has Reached Maximum Size”. This error usually occurs when your PST file exceeds its limit. The file size has reached its maximum limits because Outlook is not opening, freezing, or stopping working.
What does the “Outlook data file reached maximum size” issue mean? In Outlook, all data is stored in PST and OST files. Each file has a predefined size limit, Outlook 2003 & 2007: 20 GB and Outlook 2010 and later: 50 GB. If this limit is exceeded, it can cause issues.
If you are facing this issue, then this post will guide you. Read till the end and find reasons and solutions to fix the issues.
Why Outlook Data File Has Reached Maximum Size Limit?
There can be various reasons for PST file size limit exceeding, some of the common scenarios include;
- Build-up of Emails: Over time, in your mailbox there are lots of emails piled up. These emails are both important and unnecessary. If you don’t regularly clean or organise your mailbox, the PST file continues to grow in size.
- Large Attachments: Sometimes when you receive email, it also contains attachments in the form of images, videos, PDFs, and presentations. These attachments take up significant storage space especially the large files, thus increasing the size of your PST file.
- Deleted Items Not Cleared: When you delete any email, it moves to the “Deleted Items” folder. That means, even if you delete the email, it is still present in your mailbox, and thus will remain in your PST file. Over time, these items increase the PSt file size.
- PST File Corruption: Improper shutdown, system crash, or virus attack can cause the PST file corruption. A corrupted PST file can behave abnormally, increase in size unexpectedly, or trigger errors like the size limit issue.
- Duplicate Emails and Items: Duplicate emails, contacts, and calendar entries in your Outlook mailbox grow in number over time due to syncing issues or repeated imports. These emails are one of the causes of the “Outlook Data File Has Reached Maximum Size” issue.
- Improper Outlook Settings: When you install Outlook, if there are incorrect mailbox settings, including the archive feature, increase the size of the PST file.
- Multiple Accounts in One PST File: If there are multiple accounts configured in your Outlook, then all the data of those accounts will be saved in a single PST file. It will significantly increase the PSt file size.
[Solved] Outlook Data File Has Reached Maximum Size Error
In this section, we will discuss the various troubleshooting ideas to fix the increasing size of the PST file. Try out the given solutions to fix the issue.
1: Delete Unnecessary Emails
The unnecessary emails take up lots of space that eventually increases the PST file size. This is the quickest way to free up space. Start by cleaning your mailbox and,
- Delete spam and junk emails
- Remove duplicate messages
- Empty the “Deleted Items” folder
2: Archive Old Emails
Outlook has a built-in feature to archive old emails. This archiving helps to move older emails to a separate file, improving performance and reducing PST file size. Here are the steps to enable the archive feature in Outlook:
- Go to File → Info → Tools
- Select “Clean Up Old Items”
- Choose folders and date range
- Save the archived PST file
3: Compact PST File
If after deleting the older or not important emails, the size of the PST file still exceeds, then the last option is to compact it. Here are the steps to remove unused space and reduce file size.
- Go to Account Settings
- Select Data Files
- Click Settings → Advanced
- Choose “Compact Now”
4. Use Inbox Repair Tool (ScanPST)
Sometimes, a corrupted PST file can also cause the issue. If you are facing the issue, then you can use the tool to fix corrupted PST file and then access your file. To repair the data file, you can use the ScanPST.exe tool of Outlook. Here are the steps;
- Locate ScanPST.exe in your system and run it.
- Now choose the PST file that shows an error.
- At last, click “Start” to scan and repair.
Note: This repair tool works on minor corruption errors only.
5. Use BLR PST Repair Tool
If your PST file is severely corrupted, then the manual repair tool will not work. In that case, the PST Repair Tool is the best solution for a large or corrupted PST file. The software also helps you split PST file into smaller parts to reduce the size of a large file. You can also try the demo version of the software to know how it works.
Conclusion
When the “Outlook data file has reached maximum size limit” error occurs, it disturbs the work. However, with a few measures, you can solve the issue. In this post, we discuss the best possible solutions to fix the excessive PST file size.
Note: To prevent this issue, keep your mailbox organized and regularly check your PST file size.
