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Omer
Omer, Information Systems Manager
Category: Computer
Satisfied Customers: 309
Experience:  MCSE Certified , Degree in CMIS Computer information Systems, 7 years of work in the IT Field
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I save alot of emails and have archives. I have compacted files

Resolved Question:

I save alot of emails and have archives. I have compacted files and divided files. I keep getting the message c:\Documents and settings\cathyrosera\applicationdata\microsoft\outlook\outlook.old.pst has reached its maximum size - what do I do
Submitted: 3 years ago.
Category: Computer
Expert:  Omer replied 3 years ago.

Omer Mushahwar :

Hello I am one of the experts here on Just Answer.com

Omer Mushahwar :

Could you please tell me the version of outlook you are using as well as the currrent size of your PST file

Customer :

Think out look is 2007. Can you tell me how to ck and where to find the pst file

Omer Mushahwar :

Sure

Omer Mushahwar :

you can find the pst file by going to the path c:\Documents and settings\cathyrosera\applicationdata\microsoft\outlook\ you posted

Omer Mushahwar :

Then you will see the outlook.old.pst file in that folder

Customer :

If I go into my mail box size it says(NNN) NNN-NNNN/p>

Omer Mushahwar :

you can right click and say properties

Omer Mushahwar :

or you can right click on it in outlook and say properties

Omer Mushahwar :

To find the version of outlook you are using you can in outlook Click on Help and Click about microsoft outlook

Omer Mushahwar :

and it should tell you the version you have

Customer :

I am sorry

Customer :

I am still looking

Customer :

It is 2007

Customer :

I went into the file having problems. Maybe the archives are not saving correctly. I have the following in my outlook file

Customer :

archive 3985kb

Customer :

2010 archive 672593 kb, outlook.old(NNN) NNN-NNNNkb, outlook(NNN) NNN-NNNNkb, backup(NNN) NNN-NNNN/p>

Customer :

are you still there?

Omer Mushahwar :

Sorry about that

Omer Mushahwar :

I was having an internet issue

Omer Mushahwar :

back here now are you here will me

Customer :

yes

Omer Mushahwar :

ok you have multiple archive files correct?

Customer :

yes

Omer Mushahwar :

ok the only one giving the error is ouklook.old.pst so thats the one we should focus on now was outlook.old created with a previous version of outlook?

Customer :

I do not know

Customer :

I should not be saving into that file

Customer :

when I try to save current emails that is the message I get. Also new emails are not coming in although I can see them on my blackberry

Omer Mushahwar :

Is it trying to save files there automatically

Customer :

and I have some in the to be sent file that will not go out

Omer Mushahwar :

May I ask what type of email account you are using with outlook gmail hotmail ....

Customer :

cableone.net

Omer Mushahwar :

The reason I asked if outlook.old was made in a previous version of outlook is because older psts usually have a limit of about 2 GBs which is just about what that is at the newer version things created in 2003 or newer go up to 20GBs

Omer Mushahwar :

Can you still access the files in outlook.old?

Omer Mushahwar :

emails I should say

Customer :

well I saw it in the file. I will go click on it.........is that what I am suppose to do

Omer Mushahwar :

No open outlook

Omer Mushahwar :

do you see the pst within outlook

Omer Mushahwar :

should be on the side with the mail folders and stuff if its connected

Customer :

no I do not see that file. There are files that say archive 2008, archev2009 and the sub files under that

Omer Mushahwar :

Ok one second

Omer Mushahwar :

One second

Customer :

hi goodmorning, my name is XXXXX XXXXX can help you help cathy

Omer Mushahwar :

Cathy one thing we can do is the following

Omer Mushahwar :

1. Click File and select Data File Management.




2. Under the Data Files tab
3. Here you want to look for the one that is pathed to th outlook.old.pst




Omer Mushahwar :

as the file name and appearence name in outlook can be different

Omer Mushahwar :

Once we find the correct one in the Data File Management we can for the time being close/remove it from outlook to see if having it disconnected will clear up your send and receive issues

Omer Mushahwar :

then we can continue working on the pst file

Omer Mushahwar :

Sorry I meant to say do this in outlook 2007

Customer :

ok, this is the default

Omer Mushahwar :

Ok so with it being the default all your incoming email is defaulting into this PST file

Customer :

there are 4 file paths: archive.pst, backup.pst, 2010 archive.pst, outlook.old.pst

Customer :

do you still want to continue with your instructions?

Omer Mushahwar :

Dont remove it yet

Omer Mushahwar :

Lets try one thing

Omer Mushahwar :
We are going to create a new PST File with this new version of OUTLOOK and then we will back this your default
1. Click File and select Data File Management.




2. Under the Data Files tab, click Add.


3. Select the desired type of data file


4. Click OK.


5. In the new window, browse to the location that the file will be saved.


6. In the File name box, type the name for file.


7. Click OK.




Omer Mushahwar :

the steps here are how to create the new one

Omer Mushahwar :

Once you created this new PST file right click it and select set as default

Omer Mushahwar :

then we will close outlook and reopen it

Omer Mushahwar :

This new PST should have the 20GB limit

Omer Mushahwar :

once this is set to the default we will import all the data from outlook old into this new pst and you should be back to full functionality

Customer :

"desired type of data file"?? Office outlook personal folers or outlook 97-2002?

Omer Mushahwar :

Office outlook personal Folder not 97-2002

Customer :

this is going to change the location of everything, will all be around after pressing "ok"?

Customer :

ahhh after we will import all back in, right ?

Omer Mushahwar :

Everything will still be in the older PST once it is done being step with the new one we will import everything from the old one into the new one

Omer Mushahwar :

yeah you are correct

Customer :

its asking for new profile? is this normal?

Omer Mushahwar :

For a new profile It shouldnt be asking it should use your profile settings you already have

Omer Mushahwar :

does it give you any options of selecting your old profile?

Customer :

the dialog box is up "choose profile"

Omer Mushahwar :

what are the options is there a drop down in the box to pick different ones

Omer Mushahwar :

Next to say profile name

Customer :

"Profile name" Microsoft Outlook Internet Settings" is the only option or "new"

Omer Mushahwar :

ok just click ok

Customer :

ok

Customer :

here comes the email, i think its looking normal

Omer Mushahwar :

Thats good a great start :-)

Omer Mushahwar :

let me know once the email stops arriving and we can being to import the data from the other pst

Customer :

they stopped, but emails from this morning have not arrived yet

Omer Mushahwar :

do you know if any of them had a big attachment?

Omer Mushahwar :

that could slow down them arriving?

Omer Mushahwar :

or how many there are missing?

Omer Mushahwar :

You can also try hitting send recieve one more time to see if they come in

Customer :

it downloaded 19.8 mbs of emails, the ones from this morning only text, sent maybe an hour ago

Customer :

no emails have been received before 6 minutes ago for today

Omer Mushahwar :

ok well lets try importing your data from the older pst now and then we can see what the hold up might be for todays emails

Customer :

2 sections now Date: Today and Date: Last Month

Omer Mushahwar :

so you are getting some things from today

Customer :

so emails from 9/18 until 9:25 this morning

Customer :

are missing

Omer Mushahwar :

ok

Omer Mushahwar :

well lets import the content of the old pst and then we can work on this

Customer :

ok\

Omer Mushahwar :

1. Click File and select Data File Management.




2. Under the Data Files tab, we are going to look for the outlook.old.pst




Omer Mushahwar :

again you should see the option to remove it from outlook dont delete it

Omer Mushahwar :

then me know once its removed

Customer :

? found outlook.old.pst clicked "remove" confirm that we want it removed?

Omer Mushahwar :

yes

Customer :

removed

Omer Mushahwar :

Ok now what we want to do is this

Omer Mushahwar :

Click File

Omer Mushahwar :

Click Import/Export

Omer Mushahwar :

One of the options should say import from another program or file / or it may say import from a pst

Omer Mushahwar :

let me know when you get that far

Customer :

yes

Customer :

i am in this area of import/export

Omer Mushahwar :

Esscentially the next steps would be to select the type of file you are importing from
browse to your outlook.old.pst found in folder c:\Documents and settings\cathyrosera\applicationdata\microsoft\outlook\
There should be an option both that says to replace duplicates in your mailbox with ones in the pst usually I select this so I dont have multiple copies but its up to you
On the next screen make sure include sub folders is checked
Then you will want to pick the new pst you made to import into and hit ok it may take a little time but it should copy all the info over

Customer :

we are importing a .pst file correct?

Omer Mushahwar :

correct

Omer Mushahwar :

sorry I thought I typed that in the instructions

Customer :

c:\Documents and settings\cathyrosera\applicationdata\microsoft\outlook\ does not exist, empty folder

Customer :

sorry, this folder exists, but is empy

Omer Mushahwar :

your outlook.old.pst file should be in there as we only removed it not deleted

Omer Mushahwar :

if the file was deleted check the trash to see if its in there

Customer :

yes, i understand this, but i am looking at a empty folder, when choose "all files" other things come up, but not a pst file

Omer Mushahwar :

what are the other files that come up

Customer :

checking trash

Omer Mushahwar :

ok

Customer :

ooo, wait, it found only on another drive..... G: Cathy backup.pst

Omer Mushahwar :

yes but the pst we need is named outlook.old.pst as that is the one we removed

Omer Mushahwar :

thats the one that had your previous email and files

Omer Mushahwar :

Now when you go to c:\Documents and settings\cathyrosera\application data\microsoft\outlook\ you said the folder was empty?

Customer :

yes

Customer :

had to stop import process to check trash

Omer Mushahwar :

and it wasnt in the trash either?

Customer :

2 files archive.old for 1.9 gigs and backup.old for 1.28 gigs are in the recycle bin

Omer Mushahwar :

Ok

Omer Mushahwar :

Move those to your desktop

Customer :

ok

Omer Mushahwar :

we will use the archive.old and import than first

Omer Mushahwar :

then we will use the backup.old and import that just to make sure you get everything in your new pst file.

Customer :

"replace duplicates with items imported" ? choose this method?

Omer Mushahwar :

yeah I would do that

Omer Mushahwar :

because then you dont have a bunch of copies

Customer :

importing now

Omer Mushahwar :

ok

Omer Mushahwar :

is it still importing?

Customer :

yes

Omer Mushahwar :

ok

Omer Mushahwar :

just checking

Customer :

ok, complete, now the other file?

Omer Mushahwar :

Before we do the other file check to make sure your information saved back in from the previous one

Omer Mushahwar :

you should have all the email contacts and everything that was in the original pst in your new pst now

Customer :

0 items in contacts and 0 in calendar

Omer Mushahwar :

ok did you have items there before

Omer Mushahwar :

I assume you did

Omer Mushahwar :

just want to make sure

Omer Mushahwar :

and did your older emails fill out in your new pst

Customer :

ok, looks like older emails are there, still non from past month until this morning, no contacts - 4000+ and calendar items missing

Customer :

brb

Omer Mushahwar :

ok

Omer Mushahwar :

ok theres a change they maybe in the backup.old.pst

Omer Mushahwar :

dont get rid of the archive

Omer Mushahwar :

but now try importing the backup

Customer :

importing now

Omer Mushahwar :

Also one thing to check sometimes when import from PST it will import the calenders and contacts as new calendar and contact item so when you go to the calendar screen you may see 2 calenders one maybe unchecked with contacts there maybe two contacts you can open

Omer Mushahwar :

just something to check after the backup import

Customer :

ok, it looks like we have contacts and calendar

Customer :

and emails

Omer Mushahwar :

Nice

Omer Mushahwar :

so all your emails are there or are you still missing the month or so

Customer :

with the exception of 09/17/2010 thru this morning

Omer Mushahwar :

now your email provide do they have a webpage you can log into and view those messages online?

Customer :

yes, wait please

Omer Mushahwar :

I ask just because I want to make sure they are still in the account online and hadnt been deleted from the email server

Customer :

ok, yes, and they want us to upgrade to a new platform, i am sure this is why it is not passing them through

Omer Mushahwar :

That could very well be the reason

Omer Mushahwar :

As far as outlook and functionality however you should be all set

Omer Mushahwar :

You can always contact cableone and they maybe ale to simply be able to make the older emails available

Omer Mushahwar :

to be redownloaded

Customer :

ok, i will talk with cableone

Omer Mushahwar :

Glad that I could help you fix the outlook pst issue is there anything else I can help you with at this time

Omer Mushahwar :

?

Customer :

no thank

Customer :

thank you, XXXXX XXXXX press accept, thank you again









Omer, Information Systems Manager
Category: Computer
Satisfied Customers: 309
Experience: MCSE Certified , Degree in CMIS Computer information Systems, 7 years of work in the IT Field
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