In each organization, various departments such as Sales, HR, IT, and Finance utilize Outlook for correspondence. As a period passes, each department saves its information in individual PST files. While there is a requirement to manage, access, or archive all email data collectively, it becomes necessary to merge PST files from various departments. However, performing it securely, without any information loss, may become difficult.
In this guide, we will guide you through how to merge PST files without loss of data in a simple and safe way. We will also discuss the best utility to assist you.
How to Merge PST Files From Different Departments Without Data Loss?
There are mainly 2 methods to merge PST files:
Manual, and
Automated.
Manual methods are free, but also very complex to use and operate. Manually merging may cause a lot of risks, like data loss, duplication, corruption of data files, etc. The data is not safe on free methods like manually merging via Outlook; it can cause data corruption very easily due to size limitations.
Another option is to combine data files via automated tools, which are 100% secure and safe. These tools are standalone software and run offline; they have an automated option to remove duplicates and merge corrupted or password-protected files.
Why Merge PST Files from Various Departments?
- Centralized Data Management: Merging data files helps in centralizing all the data in one place, which is easy to manage and access.
- Improved Backup and Archiving: It helps in keeping all the data together in one location, and easy to backup or archive one PST file instead of multiple PST files of different departments.
- After Department Mergers: When departments are merged, all the data must also be merged.
- Legal or Compliance Needs: It is much easier and more secure to have a single PST file of the data in one place for any legal compliance or needs.
- Improve Outlook Performance: A few merged PST files make the performance faster as compared to multiple scattered Outlook PST files.
Manual Method to Combine Outlook PST Files
- Launch Microsoft Outlook.
- To begin, head to the File tab, then navigate to Account Settings and select it again from the dropdown menu.
- Then, choose the “select data files” option and create a new blank PST file to merge all the data in that new PST file.
- Now, to start merging, click on File, Open & Export, and then Import/Export.
- Then, select “Import from another program or file”.
- Choose your desired data files (.pst).
- Browse to select the files you want to combine, then proceed by clicking the Next button.
- Do the same for each file from every department, one by one.
Why Not Choose the Manual Way to Merge PST Files from Different Departments?
- The manual method is not good for large multiple PST files. It can’t remove duplicates or detect errors.
- It needs Outlook to be installed for merging the data files.
- It does not allow users to join data files in a large number without size limitations.
- Various Folder Names: Having multiple “Inbox” or “Sent Items” folders causes confusion. As it doesn’t provide to change or edit the folder names.
- It doesn’t offer any automated features or advanced filters to organize the data.
- It can’t merge password-protected or corrupted files.
Merge PST Files Using Professional PST Merge Tool:
Using manual ways to merge multiple PST files from different departments is a difficult task when you have too many departments and hundreds of large PST files. To avoid risks and save your time & effort, use BitRecover Automated PST Merge. One of the best choices is using an expert tool to merge PST files easily in no time. Let’s first see how you can combine the files in just 5 easy steps:
- Download and install the tool on your computer.
- First, add PST files from different departments using the selecting option manually or automatically. Use the recovery mode to merge corrupted files automatically.
- Now, select your advanced filters, like from, to, date range, change folder name/language, etc, to organize the data like a pro.
- Choose your desired destination path and merging options. Check the Remove duplicates box to eliminate the repeated files automatically, and move forward.
- Lastly, click on Merge, and the process is completed in one go.
Advantages of Utilizing an Expert Tool to Combine PST Files:
- Quicker Merging- This tool requires no third-party software, like Outlook or Thunderbird, etc., or internet connectivity to process.
- Secure for Sensitive Data- The data is not uploaded to an online server, which makes it the safest and most secure software to use to deal with crucial data.
- Bulk Merge Files- This tool can merge data files in bulk without any size limitations.
- Keeps original hierarchy- It keeps the original structure of files and folders intact. Does not interrupt the original structure of the folders/files.
- Useful filters- This tool offers advanced filters like from, to, subject, date range, change folder name or language, etc.
- Flexible- It can merge password-protected or corrupted files automatically without any hassle.
- Advance- Provides advanced features like recovery mode, remove duplicates, dual-merging options, choose the desired destination path, and many more.
- User-Friendly- Designed with simplicity in mind, this software features an intuitive interface that even non-technical users can navigate with ease.
Real Example- Merging Department PSTs After a Team Shift:
Suppose your organization recently merged the developer and marketing teams. Now you have multiple PST files of each department to consolidate into one master PST file. Rather than manually merging the data files one by one, which can take days or weeks, you can simply use the automated tool to merge the entire data into one PST file in just a few minutes. Both teams’ emails, calendars, and contacts will be present in one file, and no missing data, no duplications, or errors.
Conclusion:
This blog simply tells us about the advantages of using the best alternative for manual methods. These expert automated wizards are the best solution to combine large data files in one go. In this article, we learned about the merging of PST files via manual and automated ways, their merits and demerits, and steps to use the software.