How do you ensure data integrity when merging Outlook PST files?

1 Backup Data

Before you start merging PST files, it's crucial to back up your data. This step provides a safety net in case anything goes wrong during the merge process. You can create a copy of each PST file by simply copying them to a different location on your computer or an external storage device. This way, if you encounter any issues, you can restore your original data without any loss.

2 Verify Files

Next, ensure the PST files you're about to merge are not corrupted. Use the Inbox Repair Tool (Scanpst.exe) provided by Outlook to scan and repair any issues within the files. This tool checks the file structure and repairs the header while reclaiming file space. A clean bill of health from Scanpst.exe means you're ready to proceed with the merge without introducing errors into your combined file.

3 Merge Carefully

When you're ready to merge, use Outlook's import function to carefully combine your PST files. Go to the 'File' menu, select 'Open & Export', and then choose 'Import/Export'. Follow the wizard to 'Import from another program or file', and select 'Outlook Data File (.pst)'. This process allows you to import data from one PST file into another, effectively merging them. Take your time with each step to ensure accuracy.

4 Maintain Structure

Preserving the folder structure is key to maintaining data integrity during a merge. Pay close attention to how the folders from different PST files will integrate. If necessary, manually rearrange folders within Outlook before starting the merge to ensure a seamless structure in the final combined PST file. This attention to detail helps prevent confusion and data misplacement later.

5 Duplicate Handling

Outlook offers options to manage duplicates during the merge process. When importing, you can choose to allow duplicates to be created, replace duplicates with items imported, or not import duplicates at all. Consider which option best suits your needs. If you're merging similar PST files, avoiding duplicates might be ideal to keep your merged file clean and manageable.

6 Post-Merge Check

After merging, conduct a thorough check of the new PST file. Navigate through the folders and verify that all expected data is present and in the correct place. Look for any irregularities or missing items. This post-merge review is essential to confirm that the merge was successful and that your data remains intact and as you intended.

7 Here’s what else to consider

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