Archival cleanup - why doesn't it reduce in size?

[Dirk Dewachter]

As I found out from a previous post, Outlook 2002's archive is limited
to 2GB, which is about the size of what I have now. I followed the
suggestion to clean up the current one to reduce its size. I began to
clean up my current PST archive file by making some archival files based
upon year end, such as 2002 archive.

I archived from my current file to the 2002 archive and the new 2002
file is about 500MB. However, it seems that with the movement of all
that data (about 500MB) I'd expect the current file to reduce by just as
much but it just doesn't.

My thought process was to move out my e-mails and sent mails from my
current archive into archives based upon year and I believe since I
handle a lot of image files that the bulk of the space and/or data would
be in the e-mail folders but that doesn't appear to be true.

I am trying to understand where the bulk of the data comes from in the
archival files so I can retain a current pst archival file and then
create archival files based upon year or specific subjects such as
journal or contacts. As my current archive is still the same physical
size, even after removing in excess of 500MB of data.

Any suggestions before I remap my thought process and just bring
everything back into the current archive and label it pre-November 2004
and start a new archival file labeled november 2004 to ???.

Thanks for the help,

Dirk

 

[Lanwench [MVP - Exchange]]

As I found out from a previous post, Outlook 2002's archive is limited
to 2GB, which is about the size of what I have now. I followed the
suggestion to clean up the current one to reduce its size. I began to
clean up my current PST archive file by making some archival files
based upon year end, such as 2002 archive.

I archived from my current file to the 2002 archive and the new 2002
file is about 500MB. However, it seems that with the movement of all
that data (about 500MB) I'd expect the current file to reduce by just
as much but it just doesn't.

PST files don't shrink the file size when you remove items. You need to
manually compact them. Right-click on the top-level folder, properties,
advanced, compact now. Try it a few times.

 

[Brian Tillman]

As I found out from a previous post, Outlook 2002's archive is limited
to 2GB, which is about the size of what I have now.

Probably you should never exceed 1.25 Gb.

I archived from my current file to the 2002 archive and the new 2002
file is about 500MB. However, it seems that with the movement of all
that data (about 500MB) I'd expect the current file to reduce by just
as much but it just doesn't.

Not until it is compacted, either by you manually or by Outlook on its own
schedule.

My thought process was to move out my e-mails and sent mails from my
current archive into archives based upon year and I believe since I
handle a lot of image files that the bulk of the space and/or data
would be in the e-mail folders but that doesn't appear to be true.

The bulk of the data is contained within the messages, wherever they reside.

I am trying to understand where the bulk of the data comes from in the
archival files so I can retain a current pst archival file and then
create archival files based upon year or specific subjects such as
journal or contacts. As my current archive is still the same physical
size, even after removing in excess of 500MB of data.

Compact the file. Right-click the root of the PST, choose Properties.
Click Advanced, then Compact Now.