How to Merge Archive Files in Outlook Manually And Automatically?

If you send or receive more emails, your Outlook mailbox grows larger. Nowadays Outlook is widely used in many organizations as an email client. As you all know, even opening and searching functions take longer when your mailbox is larger. So, Outlook provides an option to move old items and create an archive file, a separate Outlook .pst file to manage data.

Here, we are going to explain both manual as well as automated ways to combine archive files with another PST file. First of all, you must know why it is required to merge multiple archive PST files. To manage data of various archives PST, So read more and have extensive knowledge about the solutions.

Location of Archive PST File in Different Windows Versions

The archive PST file gets saved in different locations according to the different MS Windows Operating System editions. In Outlook 2016, 2013, and 2010, archive files are stored by default in the following locations:

Windows Vista, Windows 7, 8, and 10:- drive:\Users\user\Documents\Outlook Files\archive.pst

Windows XP:- drive:\Documents and Settings\user \Local Settings\Application Data\Microsoft\Outlook\archive.pst

In earlier versions of Outlook, the archive file is stored in the following locations:

Windows 7, 8, 10, and Windows Vista:- drive:\Users\user\AppData\Local\Microsoft\Outlook\archive.pst

Windows XP:- drive:\Documents and Settings\user \Local Settings\Application Data\Microsoft\Outlook\archive.pst

Why do we need to Merge Archive Files in Outlook 

People often create multiple PST files in Outlook to store their data continuously. It is very complicated to handle and manage multiple PST files. But, merging multiple Outlook PST files into a single one, is a better way to manage Outlook data such as:

• Avoid data loss or accidental file deletion
• Save time by avoiding opening each file repeatedly
• Avoid sharing multiple files one after the other
• Manage and access multiple Outlook account files in one place
• It is difficult to find specific information in multiple PST files

Instant Solution to Combine Archive Files With Another PST File

Creating an archive file is an easy task but merging several archive files with other PST file, is not that simple for users. To make it simple and quick, we recommend to use the SysTools PST Merge Software which is an excellent, user-friendly, and tested tool to perform this task accurately.

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This application has the capability to combine PST files without duplicates into one. It works with all Outlook versions such as Outlook 2019, 2016, 2013, 2010, 2007, and others. If your archive files are large in size, you can easily split the size according to your need using this utility. The software is able to Outlook emails, contacts, tasks, notes, journals, calendar items, etc. It can be easily operable on all the latest versions of Windows OS such as Windows 10, 8, 7, etc.

Here are the steps to merge archive PST files with another PST file:

Step 1. Launch the tool and select .pst files.

Step 2. Then, click on the Merge option and press Next.

Step 3. Choose options: Merge multiple archives PST files to a new PST, Existing PST and Outlook Profile. 

Step 4. Select the items you want to merge such as Mail, Contacts, Calendars, Tasks, Notes, Journals.

Step 5. Remove duplicates from Mail, Calendar, Contacts and other items by clicking Skip Duplicate Items box.

Step 6. In the end, click the Next button and you are done.

Step 7. In the end, click the Next button and you are done!

Manual Method to Combine Archive Files with Another PST File

There are two manual techniques to merge archive PST files with another PST in Outlook. Below, you will find step by step explanation for both of the manual ways.

Method 1 – Merge Archive Into New Outlook PST File

In order to combine Outlook archives, we need to create a new PST in Outlook. Follow the mentioned steps to perform this task.

1. Under Home Menu, Click on New Items >> More Items >> Outlook Data File.
2. Select the desired location to save a new PST file and give it a name. Click OK.
3. After creating a new PST file. Go to the File tab and select Open option.
4. Click on Open Outlook Data File and select the file which you want to open.
5. Copy the content of this file and paste it into new PST file.
6. Now, remove the original PST file from Outlook. Go to File and select the Account Settings option.
7. Click Data Files and select the required Outlook PST file. Click on Remove.

Method 2 – Using Import/Export Option

This option is helpful for those who want to combine archive files with another PST file which is existing in Outlook. Follow the given below steps to do this.

• Click on the File tab, Open & Export and then select Import/Export option.

• Now, a new window will open, here, select Import from another program or file and click Next.

• Select Outlook Data File(.pst) and click the Next button.

• Browse the file and select Do not import duplicates to remove duplicates.

•  Also, check the box of Include Subfolders and select Import items into the same folder. Now, click the Finish button to end the process.

Now it must be clear to you that how one can merge multiple archive PST files with another PST file, using manual methods. Though this process is freely available yet, it is quite complicated and lengthy. User needs to have the technical knowledge to perform this process. Because it involves the creation and removal of Outlook data files so, this could be confusing for novice users to implement.

Author Suggestion

We all know how important data is. That is why we create archive files as a backup in Outlook. Sometimes it is necessary for data management to combine archive files with another PST file. Here we discussed the manual and the tool recommended by experts to merge archive PST files. Try both methods and check which one is more suitable for you to meet your requirements.

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