How large should an archived file be?

[loren]

I'm using Outlook 2003, and archive.pst (it's 3.5 gb in size) is located on a
500 gb usb external drive with 400 gb free.
Last night, my pc rebooted before Outlook shut down, and it took 10-15 min
for Outlook to open, while it check archive.pst for errors. So now I'm
thinking it has gotten too large to be managable, but it has a lot of old
data on it I don't want to lose.
Should I rename archive.pst to archive1.pst and start another archive folder?
If I do that, do I have to manually create the new archive.pst or will
Outlook do that when I start archiving again?
What is the normal protocol in this kind of situation?

 

[Roady [MVP]]

In principle, it can be as large as you think is manageable. If you backup
to a CD you don't want it bigger than 700MB, to a DVD 4.5GB, etc... Time to
backup and restore also are import factors determining you manageable file
size.

An easy method to start a new archive without changing too much Outlook
settings;
-disconnect the current archive via File-> Data File Management
-close Outlook
-rename your archive file
-start Outlook again
-connect the "old" archive via File-> Open-> Outlook Data File...

The next time AutoArchive runs or when you manually start Archive, Outlook
will automatically create a new archive.pst

 

[loren]

I see now that I was wrong.. My archive.pst file is actually 5.8 gb and on my
c drive.
I looked at the data file management tab and it doesn't offer a 'disconnect'
option but it does offer a 'remove' option, which I'm afraid to use because
it looks like it will delete the archive.

Can I just close outlook, then rename the file without going thru data file
managment?

In principle, it can be as large as you think is manageable. If you backup
to a CD you don't want it bigger than 700MB, to a DVD 4.5GB, etc... Time to
backup and restore also are import factors determining you manageable file
size.

An easy method to start a new archive without changing too much Outlook
settings;
-disconnect the current archive via File-> Data File Management
-close Outlook
-rename your archive file
-start Outlook again
-connect the "old" archive via File-> Open-> Outlook Data File...

The next time AutoArchive runs or when you manually start Archive, Outlook
will automatically create a new archive.pst

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I'm using Outlook 2003, and archive.pst (it's 3.5 gb in size) is located
on a
500 gb usb external drive with 400 gb free.
Last night, my pc rebooted before Outlook shut down, and it took 10-15 min
for Outlook to open, while it check archive.pst for errors. So now I'm
thinking it has gotten too large to be managable, but it has a lot of old
data on it I don't want to lose.
Should I rename archive.pst to archive1.pst and start another archive
folder?
If I do that, do I have to manually create the new archive.pst or will
Outlook do that when I start archiving again?
What is the normal protocol in this kind of situation?

 

[Roady [MVP]]

No, you must disconnect first or you'll end up corrupting your email
profile. "Remove" in Data File Management means "Disconnect."

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I see now that I was wrong.. My archive.pst file is actually 5.8 gb and on
my
c drive.
I looked at the data file management tab and it doesn't offer a
'disconnect'
option but it does offer a 'remove' option, which I'm afraid to use
because
it looks like it will delete the archive.

Can I just close outlook, then rename the file without going thru data
file
managment?

In principle, it can be as large as you think is manageable. If you
backup
to a CD you don't want it bigger than 700MB, to a DVD 4.5GB, etc... Time
to
backup and restore also are import factors determining you manageable
file
size.

An easy method to start a new archive without changing too much Outlook
settings;
-disconnect the current archive via File-> Data File Management
-close Outlook
-rename your archive file
-start Outlook again
-connect the "old" archive via File-> Open-> Outlook Data File...

The next time AutoArchive runs or when you manually start Archive,
Outlook
will automatically create a new archive.pst

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I'm using Outlook 2003, and archive.pst (it's 3.5 gb in size) is
located
on a
500 gb usb external drive with 400 gb free.
Last night, my pc rebooted before Outlook shut down, and it took 10-15
min
for Outlook to open, while it check archive.pst for errors. So now I'm
thinking it has gotten too large to be managable, but it has a lot of
old
data on it I don't want to lose.
Should I rename archive.pst to archive1.pst and start another archive
folder?
If I do that, do I have to manually create the new archive.pst or will
Outlook do that when I start archiving again?
What is the normal protocol in this kind of situation?

 

[Paragon]

I'm having a similar problem with Outlook 2k. my outlook.pst file is 1.7 Gig
and I'm afraid it's slowed the loading of Outlook way to much. I just had my
first Outlook crash, imported some archives and I'm afraid it's merged into
this big unwielding outlook.pst file on my boot partition with is size
limited too.

What can I do to:

1. find out what's in the file.
2. how can I removed the 'junk' in it?

Thanks in advance

 

[DL]

Outlook2k has a size limitation issue for data files anything above 1.6gb
can cause probs
1) You dont import native outlook data, that can cause problems
2) Use scanpst.exe, the repair tool on all your .pst files, with outlook
closed, run it several times if it fixes err's
3) Within Outlook, File>Open>Personal Folders.......browse to the archive
file & select to open it
4) select the archive file, select Archive options and archive 50% of that
to a new archive file, or examine msgs & perminently delete those not
required
5) On your current set of personal folders, select archive options and input
a new archive name, and path if required.

 

[Paragon]

This an OUTLOOK file not an ARCHIVE file ... even though I've CLOSED
everything OUTLOOK related, when I attempt to run scanpst I get the message
that the file is in use. It suggests "I CLOSE Outlook and all other mail
applications [which I don't think I have running] and try again" which of
course, I've already CLOSED.

Again note the file is named OUTLOOK, a pst file ... and when I attempt to
open it within Outlook it goes to my current and only Personal Folder. If I
could open it and see what's inside I'd be happy to remove all the junk! But
I can't seem to open it with anything and I can't seem to copy it, OR delete
it, even if I wanted to.

HELP

 

[Paragon]

DL .. I finally got the OUTLOOK>PST file to get scanpst.exe ... I rebooted
the computer! I'll let you know how it turns out.

Thanks for your time.....

 

[Paragon]

C:\Documents and Settings\Administrator\Local Settings\Application
Data\Microsoft\Outlook
The above pst file, named Outlook, cleared the scanpst. exe scan with flying
colors. It took a while but ... no errors.

This is the file I'm talking about, 1.8Gigs at the moment, on my boot
partition ..

I can't open it or copy or remove it or modify it. Do you know if this is
an essential file for the operation of Outlook?

It's really slowing everything down.

 

[Brian Tillman]

C:\Documents and Settings\Administrator\Local Settings\Application
Data\Microsoft\Outlook
The above pst file, named Outlook, cleared the scanpst. exe scan with
flying colors. It took a while but ... no errors.

This is the file I'm talking about, 1.8Gigs at the moment, on my boot
partition ..

I can't open it or copy or remove it or modify it. Do you know if
this is an essential file for the operation of Outlook?

Outlook NEEDS a PST to hold your data, unless you use Exchange. This file
looks to be your mail PST. Were I you, I'd just do through all your folders
and delete anything you don't need or turn on autoarchiving and let Outlook
move some of the older data to an archive PST. You can also create a new
PST and make it the delivery location, starting over with a small PST. You
can move your contacts, calendar, tasks, and so on to the new PST and just
keep the old one for reference.

 

[DL]

The pst file is an outlook data file, containing msgs, contacts etc

1) In Outlook if you highlight the Personal Folders, in folder View, select
properties, what path & name is shown for it?
If its the same as the file indicated in your post, ignore (2) otherwise;

2) If you start outlook, go to File>Open>Personal Folders.......browse to
the location and select this named pst file what happens?

 

[Hal Hostetler [MVP P/I]]

If you have Outlook 2000 and your .PST file is 1.7 Gb, it is very likely
corrupted; an old format .PST file has a size limit on the order of 1.6 Gb
after which the file corrupts and will probably require truncation: Here's
repair help and info:

http://support.microsoft.com/?kbid=288283
Both offline files and personal folders files stop accepting data in Outlook
2002
http://www.slipstick.com/problems/repair2gbpst.asp
To repair a 2GB Personal Folders or Offline Folders file

Importing a .PST VERY often causes your Outlook profile to corrupt, plus you
lose the following information:

1. Custom Forms
2. Custom Views
3. Connections between contacts and activities
4. Received dates on mail
5. Birthdays and anniversaries in calendar
6. Journal connections
7. Distribution Lists

You may well need to create a new Outlook Profile also:

http://support.microsoft.com/kb/195718/en-us
How to create a new e-mail profile in Outlook 2000

Hal
--
Hal Hostetler, CPBE -- (e-mail address removed)
Senior Engineer/MIS -- MS MVP-Print/Imaging -- WA7BGX
http://www.kvoa.com -- "When News breaks, we fix it!"
KVOA Television, Tucson, AZ. NBC Channel 4
Live at Hot Licks - www.badnewsbluesband.com

 

[cybex3]

I have a user with a 4.5gb archive folder in use by outlook 07. Its getting
the message that outlook didn't shut down properly and its because of the
archive file being to big, then take 20 mins to come back up after a reboot.
I told the user we need to cut the archive in half but they don't want to do
this. Is there any other suggestion i can do that might help his outlook run
any faster? This also bogs down his whole Office software.

In principle, it can be as large as you think is manageable. If you backup
to a CD you don't want it bigger than 700MB, to a DVD 4.5GB, etc... Time to
backup and restore also are import factors determining you manageable file
size.

An easy method to start a new archive without changing too much Outlook
settings;
-disconnect the current archive via File-> Data File Management
-close Outlook
-rename your archive file
-start Outlook again
-connect the "old" archive via File-> Open-> Outlook Data File...

The next time AutoArchive runs or when you manually start Archive, Outlook
will automatically create a new archive.pst

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I'm using Outlook 2003, and archive.pst (it's 3.5 gb in size) is located
on a
500 gb usb external drive with 400 gb free.
Last night, my pc rebooted before Outlook shut down, and it took 10-15 min
for Outlook to open, while it check archive.pst for errors. So now I'm
thinking it has gotten too large to be managable, but it has a lot of old
data on it I don't want to lose.
Should I rename archive.pst to archive1.pst and start another archive
folder?
If I do that, do I have to manually create the new archive.pst or will
Outlook do that when I start archiving again?
What is the normal protocol in this kind of situation?

 

[DL]

You have run scanpst.exe on this archive?
You can create multiple archives and have them all open within Outlook

I wonder when was the last time this very important user, actually accessed
the archive?
Time to inform them of the facts of Life, even if they are self important

I have a user with a 4.5gb archive folder in use by outlook 07. Its getting
the message that outlook didn't shut down properly and its because of the
archive file being to big, then take 20 mins to come back up after a
reboot.
I told the user we need to cut the archive in half but they don't want to
do
this. Is there any other suggestion i can do that might help his outlook
run
any faster? This also bogs down his whole Office software.

In principle, it can be as large as you think is manageable. If you
backup
to a CD you don't want it bigger than 700MB, to a DVD 4.5GB, etc... Time
to
backup and restore also are import factors determining you manageable
file
size.

An easy method to start a new archive without changing too much Outlook
settings;
-disconnect the current archive via File-> Data File Management
-close Outlook
-rename your archive file
-start Outlook again
-connect the "old" archive via File-> Open-> Outlook Data File...

The next time AutoArchive runs or when you manually start Archive,
Outlook
will automatically create a new archive.pst

--
Robert Sparnaaij [MVP-Outlook]
Coauthor, Configuring Microsoft Outlook 2003


-----

I'm using Outlook 2003, and archive.pst (it's 3.5 gb in size) is
located
on a
500 gb usb external drive with 400 gb free.
Last night, my pc rebooted before Outlook shut down, and it took 10-15
min
for Outlook to open, while it check archive.pst for errors. So now I'm
thinking it has gotten too large to be managable, but it has a lot of
old
data on it I don't want to lose.
Should I rename archive.pst to archive1.pst and start another archive
folder?
If I do that, do I have to manually create the new archive.pst or will
Outlook do that when I start archiving again?
What is the normal protocol in this kind of situation?