This article provides practical tips on how to keep your Outlook application healthy for the fast processing of emails and continued communication in your business.
In a busy working environment, it is important to keep pace with the flow of communication. This enables you to provide timely feedback to clients and other stakeholders. To achieve this, you need a fast and reliable client email software such as MS Outlook. Since it’s possible for such software to fail, how do you ensure your PST files are always healthy?
1. Maintain a decent size of PST file
While Outlook allows you to maintain PST files between 20GB and 50GB, the speed of the application slows significantly when you hit the 12GB limit. This means that it will take longer to load and execute simple tasks such as opening folders and emails. If you are a heavy user of the application, slow speeds can see you lose many man-hours over time.
Keeping large PST files increases the risk of losing a lot of data in case they get corrupted. It is also difficult to recover large files. This increases your cost of data recovery.
To avoid these problems, do not allow your PST file size to exceed 12GB. You can achieve this by doing the following:
a.) Keep important emails only
People receive emails from different sources. Some are important and others are not. If you keep all the emails you get, your PST file size will increase exponentially. Therefore, it is advisable to delete unimportant emails as soon as you are done reading them. Make it a habit to empty the ‘Deleted Items’ folder frequently. You can automate the process so that the folder is emptied when the application closes. To do this, go to Outlook “start and exit” options under the file menu and set the system to empty the folder when exiting the application.
b). Avoid keeping duplicate emails
It is not uncommon to receive duplicate emails. Examples of such emails include corporate communication sent by different section heads or the same email sent twice by the same individual. Such emails take-up important space when left in the inbox. Therefore, delete such emails after confirming that they do not have any additional information from the emails.
c). Archive your emails frequently
Keeping only important emails will not prevent the size of your PST files from growing. It will only ensure that this happens at a slower pace. Therefore, the best option is to archive your emails frequently. Also, you can save critical emails under a different file format. Such files can be transferred to other storage media and accessed without the need to install Outlook.
2. Use high-performance data recovery tools when repairing your PST files
Should your Outlook crash due to file corruption, desist from using data recovery approaches that limit your chances of recovering most of your data. Such procedures include Outlook repair tools that have a low recovery rate. Instead, use Outlook repair tools that have a high-performance score such as DataNumen Outlook Repair. These ensure that you recover most of your data and get your email application running within a short time.