How to Merge Multiple PST Files in Outlook

Reasons to Combine Outlook Data Files

There are several reasons why you may want to consolidate multiple PST files:

• Search your combined emails from a single location
• Back up all the data with one reliable file
• Remove extra PST files with repeated folders and messages
• Make the Outlook folder paneand organized
• Prepare the data for migration into a new mailbox or computer

Before Proceeding

Before merging PST files in Outlook, ensure you address the critical points below:

• Make sure to back up all of your files to an external storage device;
• Take the size of the PST files into account. Outlook 2010 and newer versions utilize Unicode PST files with a 50 GB limit per file by default. Accordingly, extremely large PST files may cause the application to freeze or crash;
• Close all other software that accesses PST files, such as backup managers;
• Use classic Outlook, as newer versions provide limited PST file management support.

Accordingly, extremely large PST files may cause the application to freeze or crash, so learn how to repair an oversized Outlook PST file before you merge it

Method 1 · Import/Export wizard

How to Merge Multiple PST Files Using Import/Export Wizard

The Import/Export wizard included in Outlook is a reliable method for combining Outlook files without additional third-party applications.

To begin, you will need to create a new destination PST file:

1. Launch Outlook, navigate to the Home tab, and select New Items → More Items → Outlook Data File;
2. Name the new Outlook Data File and save it;

Then, you will need to import all of the PST files you want to merge, one by one.

1. In Outlook, go to File → Open & Export → Import/Export;
2. Choose the Import from another program or file option and click Next;
3. Select Outlook Data File (.pst) and click Next;
4. Find the first PST file you want to import and select Do not import duplicates;
5. In the Import Items window, make sure to expand the tree view below the dropdown and select the topmost folder. Then, enable the Include subfolders option and choose Import items into the same folder in my Outlook data file option;
6. Finally, click Finish to import the first file

Repeat the above steps to import the remaining PST files you want to combine. After you have imported all of the desired files, you will see their data in the newly created Outlook data file merged.

Method 2 · Manual copy

How to Combine Outlook PST Files by Dragging and Dropping Folders

If you only want to combine PST files that contain a few folders, you can do so manually:

1. Go to File → Open & Export → Open Outlook Data File;
2. Open all of the PST files you want to merge;
3. Now, drag and drop the desired folders from one PST file onto the destination PST file while holding the Ctrl key to copy them instead of moving.

This method is more laborious than using the Import/Export wizard, but it is highly customizable and allows you to merge PST files in Outlook without importing duplicates automatically.

What If I Try to Merge PST Files and Get An Error

If you attempt to merge Outlook files and receive an error message or the wizard skips some folders during the transfer process, it means one of the PST files you are trying to merge is corrupted, so first check how to repair a corrupt PST file. It is a prevalent issue when trying to access PST files on older computers since these files were created on systems with lower hardware specifications. Amrev Outlook Email Recovery can scan the corrupted PST file before you merge PST files in Outlook. Simply select the desired PST file, run a Normal Scan or an Intensive Scan in case the file is severely damaged to preview the recoverable emails, attachments, contacts, calendars, tasks, and other data. Save the repaired items to a new PST file and import it to the merged PST file using the above-mentioned Import/Export wizard. The software only reads PST files, so it will not make any changes to the original file. In case of a PST file with a forgotten password, you can scan the file to see if any recoverable password values are available.

After Merging PST File

Once the merge is complete, run through this checklist:

• Compare the number of items in the merged PST file to the number of items in the original PST files after merging PST files in Outlook
• Keep the original PST files for a few weeks as a backup before deleting them
• Perform a search in Outlook to make sure the search results match the merged data
• Set up regular backups of the merged PST file

Final Thoughts

When you merge Outlook data, you can search for expired messages much faster and back up all of your data with just one reliable file. You can merge PST files in Outlook by using the Import/Export wizard, dragging and dropping the desired folders, or repairing the corrupted PST files first if one of them is defective. If you are having trouble merging PST files in Outlook because one of the PST files does not respond, you can download the software for free to scan the PST file and view the recovered items preview or visit the Knowledge Base for more information on merging PST files in Outlook.