How to Combine Outlook Archive Files Productively? 

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Learn to combine Outlook archive files effectively & efficiently—the ultimate guide on how to merge Outlook PST files using the best ways.

Smartest Way to Combine Outlook Archive Files.

Microsoft Outlook is a popular email application used by both individuals and businesses. As we already know that Outlook creates archive files (with the .pst extension) to store data files, and users may need to combine Outlook archive files. If you use Outlook regularly, you may find difficulty in managing multiple archive files.

This can make the data confusing and disorganized. That’s why it’s important to know how to merge Outlook PST files into one file for better data management and storage.

In this blog, we will explain everything you need to know about how to combine multiple Outlook archive files, the challenges users face, different methods (manual and automated), and the safest way to do it.

Quick Answer: How to Combine Outlook Archive Files?

Merging PST files can be done through a manual way and an automated way. Using the manual method to merge large Outlook archive files can be time-consuming and risky. This method allows users to merge files manually, which can cause a lot of human errors, like duplication, data loss, etc. 

Another option is to use an automated PST merge tool to combine data files easily. These expert tools merge files in minutes without risk or duplication, as they are offline, standalone software.

Let’s explore why combining your Outlook archive files is important and how to do it step-by-step manually and automatically.

Why Should You Combine Outlook Archive Files?

  • Avoid Clutter: Having multiple archive files can make Outlook messy and confusing.
  • Easy Search: Searching large archive files becomes easy when combined in one place.
  • Smooth Migration: If you’re moving to a new system, Outlook version, or profile, a single archive file simplifies the process of migrating.
  • Better Performance: Outlook can run more smoothly with fewer PST archive files.

Common Challenges While Merging Outlook Archives

Before learning how to merge PST archive files, it’s important to understand the challenges involved:

  • Duplicate Emails: When merging, you might end up copying the same emails multiple times.
  • Outlook Limits: Older Outlook versions have file size limits that may cause problems during merging.
  • Password-Protected Files: Outlook can’t merge files that are password-protected unless you enter the password.
  • Time Consuming: Manually moving emails from one archive to another takes a lot of time, especially if you have large files.
  • Corrupted Files: Damaged PST files might stop the process or cause Outlook to crash.

That’s why many people look for safer and quicker solutions to combine multiple Outlook archive files. Let’s discover the two options to merge archive files, first using the manual method, and second using an automated PST merger.

Manual Method to Combine Outlook Archive Files:

Step 1-  Create a new PST file:

  1. Firstly, open MS Outlook.
  2. Then go to File > Open & Export > Open Outlook Data File.
  3. Now, open all the archive files you want to merge.
  4. Create a new PST file.
  5. Drag emails or folders from each archive file and drop them into the new PST file, or you can follow step 2.

Step 2- Merge Archive Files:

  1. In Outlook, first click on the File > Open & Export, then, Import/Export option.
  2. Now, choose Import from another program or file and click the Next button.
  3. Select Outlook Data File (.pst extension).
  4. Browse and select the archive PST file you want to merge.
  5. Choose the folder you want to import to and repeat these steps for each PST file.

Limitations of Merging Outlook Archives Manually:

  • It’s a very slow process if you have multiple archive files to merge it may take up to hours to combine manually.
  • You may accidentally skip or delete emails. It is prone to human errors like duplication, data loss, corruption, etc.
  • You cannot merge a corrupt or protected file using the manual way. You will have to use a third-party software to complete the process.
  • Outlook must be installed and working properly for this to work.
  • It does not provide a bulk merge option as it has size limitations, which can ultimately lead to corruption.

If you’re looking for a faster, safer way to combine Outlook archive files, a professional PST merge software is a better choice. It is much safer and saves time. Let’s know about the best tool available in the market.

Combining Outlook Archive Files Automatically Using an Expert Tool:

The best way to merge large archive files without error is to use a reliable wizard like the BitRecover PST Merge Tool, which is specially designed for users who want to merge Outlook PST files quickly and without losing data. This is the safest and most secure software to merge your crucial data, as it is an offline utility with no size limitations. Let’s throw some light on its features, users’ benefits, and how to use it in just 5 easy steps:

  1. Begin by downloading and launching the software.
  2. Now you can select your desired option to add archive files: you can use the “configured Outlook mailbox data” option for automatic import without Outlook installed, or simply click on “select folders/files” to add manually. You can also enable “remove duplicates” to skip repeated files.
  3. Then, you can use advanced filters, like from, to, subject, date range, split PST, et,c for better data organization.
  4. Now, simply choose your desired destination path and merging options. Click on “recovery mode” to merge corrupted/damaged files and move ahead.
  5. Lastly, click on Merge, and the process is completed in one go.

Why Prefer an Expert Software? Major Reasons:

  • Merge unlimited PST files at once without size limitations.
  • Offers an option to remove duplicates automatically.
  • 100% data security, as it does not save data within its own environment and makes no changes to the original copy of the data.
  • It combines password-protected or corrupted files automatically.
  • Supports ANSI and Unicode PSTs.
  • Does not entertain any virus that keeps the data safe.
  • Supports both Outlook archive files and mailbox PST files.
  • Maintains the original folder/files structure after merging.
  • Does not require Outlook installation and is compatible with Outlook 2019, 2016, 2013, and earlier.

Manual Method vs Automated Tool: Which One is Better?

The manual method works only for simple merging tasks and is best for users who have a few small archive files. But if you have many data files, large archives, or complex data, the manual method becomes hard to manage. The data together becomes confusing and creates a lot of hindrance in the working process. Choosing an expert and safer tool to merge archive files is the best way to do so.

This tool makes combining Outlook archive files extremely simple. Even beginners can use it easily. You just select your files, choose the merge option, and let the software do the rest. Its user-friendly interface helps non-technical users to understand and combine large archive files easily in minutes. It is fast, reliable, and 100% secure.

In short, if you value your time and data, a trusted PST merger like this is a smart & safer investment.

Frequently Asked Questions:

1. How do I avoid losing data while combining multiple archive files?

To avoid data loss:

  • Always create a backup of your PST files before starting.
  • Use a professional tool that is reliable and safe.
  • Avoid merging corrupted or damaged files manually unless they’re repaired first, as it can result in permanent data loss.

2. Can I merge Outlook data files from different Outlook versions?

Yes. Expert automated tools can easily handle PST files created in different versions of Outlook, including Outlook 2010, 2013, 2016, 2019, and 2021.

3. Can I combine PST archive files without using Outlook?

Yes, using the PST Merge Wizard, you can combine archive files even if you don’t have Outlook installed on your system.

Conclusion:

Combining PST archive files is a smart way to organize your email data, avoid clutter, and prepare for backups or migrations. While you can use Outlook itself to merge files, it can be time-consuming and risky if not done correctly.

If you want to merge Outlook PST files safely without consuming time, the best option is to use an expert PST merge software. It is a full package of reliability, safety, and a user-friendly interface.

So, if you’re still wondering how to combine Outlook archive files safely, this is the right time to choose an automated solution and manage your Outlook archive files easily and productively.