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Outlook PST Consolidation

The First step in PST Consolidation is to create, or locate an existing folder in outlook to put PST data into. After a folder is found/created using the instruction in Email Consolidation, there are 3 possible methods to consolidate PST files into this created folder.

  1. Folder move method (Use when moving the entire contents of a small number of PST files)
  2. Message move method (Use when moving some, but not all messages from a PST file)
  3. Import PST file Import method (Use when importing a a larger number of PST files)

Email Consolidation
Open your Outlook email application.  In the navigation pane on the left, check whether you have an archive folder in the list:

Archive Folder

If an archive folder is already present, PST files can be added to this folder. If an archive folder is not already present, you can add a new folder by right clicking the mailbox name and select “New Folder”.

Email Consolidation

From the Create New Folder dialog box type “Email Archive” in the name field, then click OK to create the new destination folder for consolidation.

Befor After Create New Folder

The first two methods of consolidation require an open PST file. If your PST is already open skip the following step. From within Outlook select the File tab then Open -> “Open Outlook Data File” to browse and open your file.

Open Outlook Data File

When complete, the PST is accessible in the navigation pane.

Outlook PST Data File

Folder Move (Method #1)

This method allows dragging and dropping an entire folder from your PST file to the mailbox destination. With your PST open in the navigation pane drag and drop a folder from the PST to your mailbox as indicated below. Outlook may be unavailable while the move is taking place. The larger the PST’s, the more time it could take for Outlook to become responsive again. 

Folder Move Before Afgter

After checking Email Archive contents the PST is no longer needed. It is closed by right clicking the PST name and selecting “Close”. After completing this step the PST link to Outlook is removed. The final task is to delete the file from your system.

Message Move (Method #2)

Select a PST folder to view/review content. In this example the “MSNBC News” folder is selected.

Message Move #2 Select a PST Folder

Highlighted messages listed on the right can be moved from the PST file to the Mailbox “Email Archive” folder by dragging and dropping. Selections are expanded by using the “Ctrl” (individual) and “Shift” (group) keys.

Highlighted Messages Moved from right

Once complete select the destination folder (Email Archive) and verify the contents.

Select the Destination Folder

Outlook may be unavailable while the move is taking place. The larger the PST's, the more time it could take for Outlook to become responsive again. After verifying Email Archive folder contents, the PST file is no longer needed. It is closed by right clicking the PST Name and selecting “Close”.

PST Name Close

After completing this step the PST link to Outlook is removed. The final task is to delete the file from your system.

PST File Import (Method #3)

This method offers a variety of consolidation options, which allow partial or full import of PST data.
To start the import wizard from Outlook select File (tab) => Open => Import

PST Name Close

Select “Import from another program or file” and click “Next” to continue.

Select Import and then Click Next

Select “Outlook Data File” type and click “Next” to continue.

Select Outlook Data File and then Click Next

Select Browse to locate your PST file and click “Next” to continue.

Locate PST File and click Next

Select your import options and click Finish to start the import process.

Very the Contents of the Desitation Folder

When the import completes verify the contents of the destination folder (Email Archive in this example).

Import Completes

Once verified the PST file is no longer needed and may be deleted.

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