Maximum data file size

[Mikel]

I keep getting this message and am going crazy. I'm using Outlook 2003.
The file C:\Documents and Settings\mleiser\local settings\application
data\microsoft\outlook\outlook.pst has reached its maximum size. To reduce
the amount of data in the file, select some items that you no longer need and
then permanently delete them by pressing SHIFT + DELETE. You could consider
using the new outlook prsonal folders file (.pst) introduced with outlook
2003 that provides greater capacity for storing items and folders.
How do I do that and convert over my pst file? I tried deletions but it's
too cumbersome and doesn't even work.

 

[M]

I keep getting this message and am going crazy. I'm using Outlook 2003.
The file C:\Documents and Settings\mleiser\local settings\application
data\microsoft\outlook\outlook.pst has reached its maximum size. To reduce
the amount of data in the file, select some items that you no longer need and
then permanently delete them by pressing SHIFT + DELETE. You could consider
using the new outlook prsonal folders file (.pst) introduced with outlook
2003 that provides greater capacity for storing items and folders.
How do I do that and convert over my pst file? I tried deletions but it's
too cumbersome and doesn't even work.

Copy your .pst file to another location. Rename the .pst file to
outlook.old. Do this with Outlook closed. When you go to open Outlook,
it will ask you if you want to create a new .pst file. Say yes. Then use
File/Open/Outlook data file to open your old .pst file and then copy the
messages/folders to the new .pst file and then close the old one. You
can now delete outlook.old if you so desire. Once you've done the above,
I would recommend moving the .pst file to your "D" drive and when you
reopen Outlook, navigate to it to set it as the default .pst file. I
recommend this because you probably have more free space on "D" than "C"
so it will be easier to defrag the .pst file when it gets fragmented. I
put it in a folder I created called "My Outlook".

M

 

[Mikel]

When you say open the old file (outlook.old) and then copy over the messages,
how easy is it to copy all your messages at one time. Will it also copy all
my contacts?

 

[Russ Valentine [MVP-Outlook]]

Reply contains several errors:
1. It is neither necessary nor wise to move, rename, or delete an Outlook
PST file, and doing so without first disconnecting the file from the Outlook
profile will only create more problems while solving none.
2. If the old PST file has exceeded the size limit, Outlook will not be able
to open it to retrieve the data from it.

Suggest using supported methods for this problem:
http://www.slipstick.com/problems/repair2gbpst.asp

 

[M]

When you say open the old file (outlook.old)

Open the copy of the outlook.old that you copied to another folder which
will have all your messages and contacts.

and then copy over the messages,
how easy is it to copy all your messages at one time. Will it also copy all
my contacts?

You will now see the folders for your old Inbox, Contacts, etc, and
whatever folders you created. Just click on an old folder and then click
on one of the messages/contacts and hit Ctrl+A to select all the
messages/contacts. Then use Edit/Move to Folder to move the messages or
contacts to a folder in the new .pst file.


M

 

[M]

Reply contains several errors:
1. It is neither necessary nor wise to move, rename, or delete an
Outlook PST file, and doing so without first disconnecting the file from
the Outlook profile will only create more problems while solving none.

I've done it and I did it a long time ago and no problems. That said, OL
2000 was not in the picture, only 2003. When you say disconnect the .pst
file, is that done by closing it? I find that having my .pst file on the
D drive makes it far easier to defrag than if I leave it in its default
location, especially when it gets larger than 1GB. In C, I keep getting
a message from the defrag program stating it can't defrag the .pst file
whereas if in D, no problem.

2. If the old PST file has exceeded the size limit, Outlook will not be
able to open it to retrieve the data from it.

That I didn't know, thanks.

M

 

[Russ Valentine [MVP-Outlook]]

In all current versions of Outlook, moving or renaming the PST file before
disconnecting it from the profile still leaves the old file connected to the
profile and corrupts the profile. You disconnect it from the profile by
closing it, which you must do with Outlook open.
If the user has already exceeded the allowable size for the PST file, he
won't be able to close the old PST file from the Outlook profile and should
the supported methods I posted instead. Nor will he be able to open that
file. Since he is obviously on the verge of exceeding the size limit, it is
a gamble to assume he will be able to access this file to move the data to a
new file.

 

[Alias]

In all current versions of Outlook, moving or renaming the PST file
before disconnecting it from the profile still leaves the old file
connected to the profile and corrupts the profile.

Even if it's done when OL is freshly installed and hasn't been opened yet?

M
You disconnect it

 

[Mikel]

Hi. I checked this out and it seems it truncates the file to under 2gb. Other
than letting me access the file, how does it resolve the problem? I have to
still use it. Can it be converted into whatever outlook 2003 uses which
doesn't have the 2gb limit? Or am I missing something here? Thanks for all
your help.
Mike

Reply contains several errors:
1. It is neither necessary nor wise to move, rename, or delete an Outlook
PST file, and doing so without first disconnecting the file from the Outlook
profile will only create more problems while solving none.
2. If the old PST file has exceeded the size limit, Outlook will not be able
to open it to retrieve the data from it.

Suggest using supported methods for this problem:
http://www.slipstick.com/problems/repair2gbpst.asp

--
Russ Valentine
[MVP-Outlook]

Copy your .pst file to another location. Rename the .pst file to
outlook.old. Do this with Outlook closed. When you go to open Outlook, it
will ask you if you want to create a new .pst file. Say yes. Then use
File/Open/Outlook data file to open your old .pst file and then copy the
messages/folders to the new .pst file and then close the old one. You can
now delete outlook.old if you so desire. Once you've done the above, I
would recommend moving the .pst file to your "D" drive and when you reopen
Outlook, navigate to it to set it as the default .pst file. I recommend
this because you probably have more free space on "D" than "C" so it will
be easier to defrag the .pst file when it gets fragmented. I put it in a
folder I created called "My Outlook".

M

 

[Brian Tillman [MVP - Outlook]]

File/Open/Outlook data file to open your old .pst file and then copy the
messages/folders to the new .pst file and then close the old one.

I'll take issue with this. If the folders are non-default, then it's OK to
copy the folder itself. If it's a default folder, however, you'll have to
open the source folder and copy the contents to the corresponding default
folder.

Also, you weren't clear which PST to rename to .old - the original or the
copy.

 

[Brian Tillman [MVP - Outlook]]

You will now see the folders for your old Inbox, Contacts, etc, and whatever
folders you created. Just click on an old folder and then click on one of
the messages/contacts and hit Ctrl+A to select all the messages/contacts.
Then use Edit/Move to Folder to move the messages or contacts to a folder in
the new .pst file.

For the Calendar, you'll have to display the source in a table view like By
Category before Ctrl-A will work.

 

[Mikel]

I'm getting totally lost here. It's probably coming with age! Folks are
arguing about the first solution. The second one seems to be one that will
shrink the file somewhat, but what will fix the problem? If I'm reading this
right, it's probably because I originally brought this to outlook 2003 from a
previous version. How can I now make the file a 2003 file with no file
limitation and get my old messages to show up. Anybody?
Mike

 

[Brian Tillman [MVP - Outlook]]

I'm getting totally lost here. It's probably coming with age! Folks are
arguing about the first solution. The second one seems to be one that will
shrink the file somewhat, but what will fix the problem?

Converting to a Unicode PST will fix the problem. See this:
http://www.slipstick.com/outlook/ansi-to-unicode.asp

 

[Mikel]

OK. I am now following the rules as per the document for using the archiving
method. Taking forever. Question. I also have an archive file. I guess this
would have even older messages. What do I do about that one?

 

[Brian Tillman [MVP - Outlook]]

OK. I am now following the rules as per the document for using the archiving
method. Taking forever.

That's not what I would have chosen (I would have used Method 2), but it
shouldn't take anywhere close to "forever".

Question. I also have an archive file. I guess this
would have even older messages. What do I do about that one?

Just rename to old Archive PST to some other name. The next time AutoArchive
runs, it will create a new Unicode PST and start to archive to that PST
instead.

 

[Mikel]

Thanks for all your help. It worked fine. Just have to rename the archive
file and then I'm done. Thanks a million. Better than all those aspirin!!
Mike

 

[Brian Tillman [MVP - Outlook]]

Thanks for all your help. It worked fine. Just have to rename the archive
file and then I'm done. Thanks a million. Better than all those aspirin!!

You're welcome.