By David Gewirtz
Reader Jim Bush adds to the overall confusion about over-sized PST files with his questions:
My daughter's PST file on her Outlook 2002 version went over 2GB and she was not able to receive, manipulate, or even delete emails. (I was able to delete files by holding down the SHIFT key and then deleting some).
I upgraded her Outlook to version 2003 expecting that the PST file would automatically convert from the ANSI format to UNICODE and thereby allow for email reception etc. Unfortunately my daughter still cannot use her Outlook.
1. How do I check to see if the PST file has properly converted?
2. Would using scanpst.exe be a solution or do we still need to reduce the PST file to under 2GB before the file will convert to UNICODE and then operate in version 2003 mode?
There's a lot going on in Jim's questions, but we can handle them pretty easily.
The first thing to do is realize that a .PST file is just that, a file. Quit Outlook (check the Task Manager's Processes tab to be sure it's closed) and then make a good backup copy of the PST file so you're not mucking with your original.
The next thing to realize is just upgrading to Outlook 2003 or Outook 2007 will not migrate your PST file to the new format. I know, it'd be nice, but that's not how it works.
What you'll need to do is create a second PST file in the new format, and then move all your messages (one folder at a time) from the old-format PST file to the new-format PST file. For some expanded instructions on this, read How to combine PST files, published back in 2006.
So, what about this SCANPST thing? SCANPST is a utility program that will sift through your PST file and attempt to rebuild its database. Never, ever run SCANPST on your only copy of a PST file. Always make a copy first.
It's fine if Jim wants to run SCANPST on the old-format file before he attempts to copy the information into the new file. In fact, if it completes successfully, there's a good chance his scanned file is in good shape.
So, what about moving data over 2GB to the new-format file? Well, here's the thing. There is a chance the old-format file has already corrupted. But you may be able to move most of the messages out to the new format. The only way you'll be able to tell for sure is to try it. If something breaks, you know your file isn't in good enough shape -- but then try to move other messages and folders, piece-by-piece, and see what you can recover.
There are a bunch of PST recovery programs out there, but we've never actually managed to get a vendor to be willing to step up to the plate and let us test their tool, so I have my doubts whether they'll really work.
Once you've moved all your folders over to the new-format file, then it's not a bad idea to make a backup copy of that file, and then run SCANPST on it, to see if you brought over any messages that might be corrupted -- and have it fix them.
Good luck!
