To resolve personal folders Maximum File Size Exceeded Error in Outlook

To resolve personal folders Maximum File Size Exceeded Error

When you start Microsoft Outlook or try to open a personal folders (.pst) file or an offline folders (.ost) file, you may receive the following error message:
“Errors have been detected in the file . Quit all mail-enabled applications, and then use the Inbox Repair Tool.”
If you run the Inbox Repair Tool (Scanpst.exe), the file does not resolve the problem.
This problem occurs because the .pst and the .ost files have a 2 gigabyte (GB) size limitation, and the error message occurs when it is exceeded. The Inbox Repair Tool cannot correct this problem.

If you’re trying to add .pst data file to your outlook profile and get the following error message:
“The file “drive:/path_to_your_.pst/outlook.pst” has reached its maximum size. To reduce the amount of data in the file, select some items that you no longer need and then permanently delete them by pressing SHIFT + DELETE”.

Obviously you cannot delete any messages because you can’t add the data file itself. This case should be only for Outlook 2003 without sp2 because it limits .pst file size to somewhat 2GB, however I encountered a situation where this message was generated by Outlook 2007.

Fastest workaround for this is to share the .pst file and add it to outlook 2007 on another computer in you local area network and delete some messages to lower the size of .pst file. That is if you have a network and another PC with outlook installed.

The other way is to download Truncation Utility from Microsoft Download Center for shrinking .pst files, and then fix the file with SCANPST.EXE.

Use the tool to create a truncated copy of the .pst file. The copy that is left after the tool completes does not have all the original data because the tool cuts a user defined amount of data from the file.

Recovery Limitations of the 2 GB Truncation Utility:
• You must have 2 GB of free hard disk space (to make a copy of the .pst file).
• The utility truncates the .pst file to under 2 GB. To have enough working space, truncate the file between 20 to 25 megabytes (MB) less than the 2 GB limit. The truncated data is removed from the new copy, which means some messages are missing from the recovered copy.
You can use this process to attempt to recover the data, but is not 100 percent successful. If this tool does work, it does not recover all of the data (the truncated data is missing).

Use the following steps to recover the data:
1. Download the tool from the following Microsoft Download Center link:
http://www.microsoft.com/downloads/details.aspx?FamilyID=B33B1DFF-6F50-411D-BBDF-82019DDA602E&displaylang=en
2. Extract the 2gb152.exe file to an empty folder. You should see the following five files:
o Msstdfmt.dll
o Msvbvm60.dll
o Pst2gb.exe
o Readme.rtf
o Readme.txt
3. Start the Pst2gb.exe program.
4. Click Browse to select the oversized .pst file, and then click Open.
5. Click Create, select the name and location of the truncated data file that you want to create, and then click Save.
6. Type in the amount of the data that you want to truncate in the .pst file. There is not a correct amount that you use. You can receive the best results if you use 20 to 25 MB, but you may have to truncate more or less. For example, if you truncate 25 MB of data and the process works, repeat the process and truncate the original oversize .pst file by only 15 MB. If that works, then try the process with 5 MB. If 25 MB does not work, repeat the process and truncate the original .pst by 35 MB. If the process does not work, increase the amount until the process is successful.
7. Run the Inbox Repair Tool (the Scanpst.exe file) on the smaller .pst file.
8. Open the repaired .pst file in Outlook.
9. (This step is recommended but the step is optional) If the file opens, right-click the root folder of the .pst, click Properties, and then click Compact Now to start the compression. For a file of this size, the compression may take approximately 4-8 hours.
10. If the file does not open, discard the truncated .pst file, and repeat the process with the original .pst file. Truncate more data than in the first attempt, and try the process again.
11. Install the following update or hotfix depending on the version of Outlook that you have. To do this, view the following article in the Microsoft Knowledge Base:
245025 How to obtain and install the Office 2000 SR-1/SR-1a Update
These updates prevent Outlook from allowing the .pst file to exceed the 2 GB maximum size. Use one of the following methods to manage the size of the .pst files:
o Use more than one .pst file.
o Use the archive feature.
o Save attachments to a file system folder and delete them from messages.

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