How to Fix “Outlook Data File Has Reached Maximum Size” Error

The Outlook Data file, commonly known as a PST file (Personal Storage Table), is used to store a user’s entire Outlook mailbox, including emails, contacts, calendars, tasks, notes, and attachments. However, there is a particular size limit assigned for PST files, i.e, 20GB for Outlook 2007 and below. If the limit exceeds, you may encounter the “Outlook data file has reached maximum size” error. If not fixed, this may also result in performance issues and data inaccessibility. Therefore, this blog is written to resolve this issue by providing the Outlook users with some of the most effective fixes, including the Aryson Outlook PST Repair Tool for both technical and non-technical users. Download Now   Purchase Now

Quick Note for New Outlook (Microsoft 365) Users

If you’ve recently switched to the New Outlook for Windows that comes with Microsoft 365, it’s worth knowing that the New Outlook has limited PST functionality, and you must have a paid Microsoft 365 subscription to use it. PST-based archiving and registry-level size configurations are primarily a Classic Outlook feature. If you’re on the New Outlook and running into mailbox issues, the fix is typically on the mailbox storage limit– not the local PST file.

Everything below applies to Classic Outlook (2007, 2010, 2013, 2016, 2019, 2021, 2024).

Top Ways to Fix “Outlook Data File Has Reached Maximum Size”

There are several effective ways to resolve this issue. You can compact the PST file, archive old data, increase the size limit via the registry, or use the Import/Export feature . Let’s read through each one sequentially..

Method 1: Compact the PST File to Free Up Space

MS Outlook offers its users with a built-in compact feature that is used to remove unused space from your PST file.This is the space that gets left behind when emails are deleted but not completely cleared. It would not shrink your actual data, but it can recover a meaningful chunk of space and often gets Outlook back to working state..

Steps to Perform Outlook PST File Full Error Fix

1. Open MS Outlook and go to File >> Account Settings >> Account Settings.
2. Click the Data Files tab and select the PST file linked to your email profile.
3. Double-click or tap Settings and go to the Advanced tab. 
4. Click Outlook Data File Settings and press the Compact Now button. 

Outlook will clear out the slack space from your PST file. Depending on how many items you’ve deleted over time, this compact outlook data file step by step method can free up a noticeable amount of storage.

Method 2: Archive Your Old Mailbox Data

One of the most effective ways to fix Outlook PST file size limit is to archive the PST files. The idea is simple, you just move older items into a separate archive PST file. This will eventually reduce the size of your main data file without actually deleting it permanently.

Note: When you archive data locally, first make sure that Outlook is not connected to an Exchange Server.

For Outlook 2013 / 2016 / 2019 / 2021 / 2024:

1. Open MS Outlook and click File >> Info.
2. In Outlook 2013: Click Cleanup Tools >> Archive. 

In Outlook 2016 and later: Click File >> Info >> Tools >> Clean up old items.

1. Select Archive this folder and all subfolders option.
2. Under Archive items older than, pick a particular date.
3. Browse to select where you want to save the archive file.
4. Check Include items with “Do not AutoArchive” checked if needed.
5. Click on the OK button.

For Outlook 2010:

1. First navigate to the File Tab >> Cleanup Tools >> Archive.
2. Select Archive this folder and all subfolders, then choose the folder.
3. Set a date under Archive items older than.
4. Click Browse to choose a save location.
5. At last, hit the OK button. 

In case, this method did not help you to fix Outlook data file has reached maximum size, you can use the Import/Export Feature of the Outlook.

Method 3: Use the Import/Export Feature to Split Your PST

If your PST is just too large to manage as a single file, splitting it using Outlook’s Import/Export tool is a practical solution. You create a new PST, move some data to it, and export the rest.

Step 1: Create a New PST File & Transfer Data 

1. To begin, open the MS Outlook application. 
2. Open MS Outlook >> Click File >> Account Settings >> Account Settings. 
3. Then, go to Data Files >> click the Add option.
4. Name the new PST file and click OK – it will appear in your Data Files list.
5. Move the data you want to offload into this newly created PST.

Step 2: Convert Data to a PST File Locally

1. Next, go to the File tab >> Open & Export option >> Import/Export . 
2. Now, choose the Export to a file >> Next. 
3. Pick Outlook Data File (.pst) as the format & click Next.
4. Select the folders you want to export.
5. Click Browse, pick a save location, and click Finish.

Limitations of the Manual Methods

• These methods do not work well with the corrupted or damaged PST files.
• Moreover, it requires technical experts to perform these methods. 
• Additionally, the manual steps are time consuming and complicated to execute. 
• There’s always a small risk of data loss during manual operations.
• Very large PST files (well beyond 50 GB) may not respond well to manual fixes.

Conclusion

In this blog, we discussed some of the most effective ways to fix the “Outlook data file has reached maximum size” error. For different users, the choice of methods may vary as the error might be caused due to different reasons. The manual method is suitable for users with technical expertise and small datasets. Whereas, for a complete beginner or someone who has to deal with a bulk amount of PST files, it is advised to opt for the advanced PST recovery software. If you encounter any issues during the recovery process, reach out to the tech support team at Aryson. 

Frequently Asked Questions

About The Author:

Rohan Wiese

Rohan Wiese is a Technical Writer at Aryson Technologies. He is an expert Email Forensic, Cloud Computing, and a passionate nerd with over 10 years of experience in technical content writing. He writes about Cloud Migration, Database Recovery, Email Backup, Windows, Mac, and Tech.

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