Emergency Solution for outlook 2013 .OST larger than 150GB

I have an Exchange user with an ost size of 168GB.
Almost 10 years of emails that were quite frequently the preferred method of transferring large files.
As of right now, the user has to restart the outlook program completely to receive new emails.
Explanations of OST file size max limits have been dismissed, and the task of finding a solution that did not require slower searching was given.

Their Outlook configuration must follow these rules.

1. All emails have to be instantly searchable, once a search has been made there should be no point at which the user is required to click "see more"

2. All of the emails must be available instantly on the user's iPhone.

3. No attachment size limits, the user prefers emailing themselves files for a sort of pseudo ftp server.

The machine that runs it is a Mac Mini running Bootcamp Windows 7 Pro. This is also a strict requirement as the decor of the office must remain Macs that function as PCs

Any suggestions at this point are welcome.
Helpless InITAsked:
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Brian BEE Topic Advisor, Independant Technology ProfessionalCommented:
I suppose using Outlook web client instead of the Outlook app would be faster as they are searching on the web instead of their phone. However that could be slow for other reasons.

Keep this in mind:
I'm not sure that it was ever designed to work this way.
Outlook is not a file repository
Outlook is not a document management program

I just get the vibe that this user is more interested in appearance than function. So my suggestion to you is make sure you get things in writing from this client when you make suggestions and clearly spell out to them better ways to do what they are doing and the consequences of not following your advice.
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JohnBusiness Consultant (Owner)Commented:
I apologize for being cynical, but your user must look for a magician.

You need to archive mail and reduce the size of the mail file,
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Lee W, MVPTechnology and Business Process AdvisorCommented:
There are accepted norms and accepted levels of deviation.  Your "MUST"s are numerous and excessive in my opinion and as a result finding a solution will likely be impossible.  You MIGHT get one or two of the "MUST"s but not all and maybe not any.

The user needs to adjust their thinking and recognize the current limits of the technologies involved.
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Andrew LeniartFreelance JournalistCommented:
IT consultants can sometimes be conned by people with totally unreasonable expectations. Don't let that be you.

I would explain it to the user like this. Get a full box of matches and put it on his desk - now dump another 5 boxes of matches all over the desk and ask your user to put the scattered matches into the already full box.

Tell him that all the matches are numbered and that each numbered match must be able to be located immediately, with a minimum of searching effort.  Explain that the matches represent his emails and the full matchbox his copy of Outlook.

Leave this mess on his desk and go make a coffee to see if he comes to his senses. If he doesn't, I'd just walk away.
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Eoin OSullivanConsultantCommented:
CAN'T BE DONE.  Tell your boss/director/customer that they're now beyond the capabilities of the software/system they are insisting on.

By all means direct them to Microsoft who will confirm our statements.  A single mailbox file of 168GB is ridiculous and expecting a low-end MacMini running Windows (which it is not optimal for) and with limited RAM and HD running an out of date version of Windows and Outlook is just plain ignorant.

I wish that water was wetter and there were two Sundays in every week but making it a MUST and demanding it will not make it happen!!

If you already have the latest MacMini with max RAM and HD and you cannot upgrade any more .. I'm not sure if Windows 10 and Outlook 2016 would give you any other options
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Brian BEE Topic Advisor, Independant Technology ProfessionalCommented:
So, Helpless InIT, there are some responses from some seasoned IT people above. Sorry it wasn't the answer you wanted. If this leads to more questions, please let us know.
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Helpless InITAuthor Commented:
Thank you all for your input, this thread was enough to convince the user to allow me to archive the majority of the box and provide an ftp solution that was not their outlook.
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Brian BEE Topic Advisor, Independant Technology ProfessionalCommented:
Good news. Please let us know in a new question if we can help you further.
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