Error: cannot move items (from one folder to another) ... PST file reached max size

Posted on 2008-11-16
Last Modified: 2012-05-05
I am trying to consolidate my two Outlook email Archive folders into one folder. Not sure how I got 2 in the first place - probably when I geared-up my curent laptop from my previous laptop? Anyway, I got an error message while trying to copy the Inbox folder from one Archive folder to the other Archive folder (after it moved 3000 of 8000 items):

"Cannot move the items. The file C:\Users\{User Name}\AppData\Local\Microsoft\Outlook\archive.pst has reached its maximum size. To reduce the amount of data...(delete stuff you don't need)... You could also consider using the new Outlook Personal Folders file (.pst) introduced with Outlook 2003 that provides greater capacity for storing items and folders."

I am currently running Outlook 2007. So, why is the error message saying I should use the "new Outlook 2003" PST, and what is my best next step if I want to consolidate the 2 archive folders into 1 Archive folder?
Question by:lee88
    LVL 4

    Expert Comment

    Couple of things:

    1.  Exactly how big is your PST?
    2.  I would recommend deleting whatever you don't need first.
    3.  PST files tend to experience corruption once 2GB+.
    4.  It almost sounds the PST was created/saved using "Office Outlook Personal Folders File" format versus the Outlook 97-2002 Personal Folders File format.

    I would recommend creating a new PST using the Outlook 97-2002 Personal Folders File format and moving everything from the other PST's to that.


    Author Comment

    There are 4 PST files in C:\Users\{User Name}\AppData\Local\Microsoft\Outlook:
     - archive.pst 1.92G
     - archive1.pst 1.1G
     - {username} 265K
     - outlook.pst 0.8G

    In Outlook 2007, how would I create a new PST, and should it be "Outlook 97-2002 Personal Folders File format"? And, does the "tendency for PST files to experience corruption" occur with all versions of PSTs, or just older versions?
    LVL 97

    Accepted Solution

    Hello lee88,

    You could have copied an old PST file from Outlook 2002 or before be using an old PST file format.  Create a new PST file in Outlook 2003 or 2007 format.

    Then drag all the emails and contacts addresses to the new PST file.

    Then make the new PST file the default.

    Hope this helps!

    Author Comment

    Hey War1 - thanks for the reply. When I combine everything, Is it acceptable to exceed 2G or is that problematic?
    LVL 4

    Expert Comment

    IMO that can be problematic as I've seen the tendency for corruption occur more readily once you hit over 1.5-2GB+
    LVL 97

    Expert Comment


    Some users have no problem using PST files over 2 GB.  Some users do have problem.  Outlook reads and writes to the PST all the time, so prong to corruption. I suggest using less than 1 GB PST file.  It depends on how conservative you want to be.  But always back up your PSt in case of ocrruption, even if under 1 GB.

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