Convenient Solution to fix oversize OST File Issues

In earlier versions of MS-Outlook (2002 or before), there was a predefined maximum size of OST files that was 2 GB. As a regular user of MS-Outlook email application, we receive lot of emails including attachments & this makes OST file size very heavy. As the size of outlook files get increased, it also affects the Performance of MS-Outlook. It is also possible that due to large size of OST file, user will encounter problems in receiving and sending emails from their Outlook account & may also face OST File Corruption.

The suitable solution to fix oversize OST File is to compression of OST file.

Mis Conception: To reduce the size of OST file, users usually delete unwanted emails from their accounts or empty the space but they are not aware of the fact that deleted unwanted emails still remain in their deleted items folder or in OST file.

There are the two ways of compressing large size OST file i.e.

1. Manual compaction 
2. Automatic background compaction

 NOTE: - It’s not necessary that compacting process will remove all the free space from the file. It leaves either 16 KB or 4% of the file size before compacting. For compaction, file must meet the following criteria.

1. The file must be 16 KB or larger.
2. The file must have at least 16 KB of free space since the last time that you compact it.

Manual Steps to Compact OST File

For user's of Outlook 2003 & earlier version

• Start your Outlook Application and go to tool menu.
• Select your E-mail Account. 
• To change existing e-mail account taps on view and proceed. 
• Move to Microsoft Exchange Server & click on change. 
• For further compaction process Click on More settings & go to Advance tab. 
• Choose Off line Folder File Settings in advance Tab. 
• Now click on compact or when operation finished tap twice on OK button. 
• To finish compaction process completely taps Next & Finish.

For user's of Microsoft Office Outlook 2007 

• First step to perform compaction is to empty the deleted items folder. 
• Point to Tools menu Select Account Settings.  
• Now select Microsoft Exchange Server & hit the Change button.  
• Go to More Settings and select Advanced tab,  
• After choosing advance tab select Off line Folder File Settings.  
• After selection of off line folder file settings Click on Compact Now. 

For user's of Microsoft Office Outlook 2010

• Firstly Clean your Deleted Items folder by deleting unwanted data from your delete item folder items
• In the Ribbon go to file tab and Select Info tab in the Menu. 
• Point to Accounts Settings tab Tap on Account settings. 
• Now select Microsoft Exchange Server & Click on Change. 
• Select More Settings & go to Advanced tab. 
• Select Off line Folder File Settings. 
• Start compaction  

Automatic Background Compaction:- This process run ideally in the background after meeting following conditions.

• Running Outlook.
• Your computer must free from other CPU-intensive tasks (Copying or downloading files)

These above mentioned steps are valid for Outlook 2003, 2007 & 2010 to compact OST file. For new version of Outlook, there is no need to compact OST file, as it is automatically compressed by 40 % of its original file size.