How do you decide which PST files to merge in Outlook?

In Outlook, the decision of which PST files to merge is based on several factors, including: file name and location, file size, creation date, file content and Outlook's own settings. It's worth remembering that before merging PST files, it's important to back up all the files. Merging PST files can corrupt the files, so it's important to have backup copies so that you can restore the files if something goes wrong.

I've worked in large companies. I can't say that the end user had them big enough to separate them not would understand how our or why to have them merged. But it could happen. They mainly got upset if everything wasn't all-in-one already for ease of use....even after educating them and they refused to understand.

Size and Performance File Size: Outlook has limits on PST file sizes. For Outlook 2013 and later, the maximum recommended size is 50 GB. Make sure the merged file does not exceed this limit. Performance: Larger PST files can slow down Outlook. Consider splitting very large files or only merging essential data.

The analysis about the importance of PST file size in deciding which files to merge is correct. In fact, file size is one of the main factors to consider, as Outlook has a size limit for PST files and merging files that are too large can lead to a number of problems. By taking care with the size of the PST file when merging files, you can help ensure that Outlook runs smoothly and efficiently and reduce the risk of data loss.

Analyzing PST file contents before merging is essential. Prioritize reviewing each file thoroughly to identify item types, overlap, and duplicates. Assess how merging will impact organization and information accessibility. Evaluate whether benefits outweigh drawbacks. This step ensures a beneficial merger meeting specific needs. With careful content analysis and consideration, make informed decisions for effective PST file management.

In case of multiple users PST files, go with the department wise. For example you have to merge PST file of some old employees. But some of them form Account Department and some them are from marketing department. So, merge account department PSTs into one and similarly for other departments too.