Summary
Combining several Outlook PST files into one can help simplify email management, declutter files and make it easier to organize archived mailbox data. However, PST file merging manually takes a lot of time and may create issues with folder structure or data management. The professional PST merging software provides an easy way to merge multiple PST files and preserve the important mailbox data like emails, contacts, calendars, tasks, attachments etc. In this article, we will compare GainTools Merge PST, Softaken Merge PST Pro and DataVare Outlook PST Merge Expert for their merging features, usability, compatibility, Folder management and overall performance. Each has its strengths and users can pick depending on their specific needs for managing their Outlook data.
1. GainTools Merge PST
If you need to merge multiple Outlook PST files into one organized PST, GainTools Merge PST is a good option. The software support ANSI, Unicode PST files and can create PST files by different versions of Outlook. Users can merge complete PST files or can choose to select specific folders like Inbox, Contacts or any other mailbox data that is required. GainTools also provides options to create different folders for each source PST or merge the information in a single folder. The simple interface makes the process accessible to beginners, while selective merging provides useful control for professional users.
Pros
Merge several PST files into one PST file.
Supports ANSI and Unicode PST files.
Lets you selectively merge folders.
Supports PST files of all Outlook versions.
It offers several options for merging.
Easy-to-use interface.
Saves PST on local computer.
Provides a free trial.
Cons
The full version requires a license.
2. Softaken Merge PST Pro
Softaken Merge PST Pro is a feature-rich solution to combine multiple Outlook PST files into a single PST file while providing several ways to control the merge process. Users can merge complete PST files, selected folders or specific items of mailbox including contacts, calendars, tasks, journals and notes. The software supports both ANSI and Unicode PST files and can include or exclude Deleted Items depending on the user's requirements. The tool generates a new PST without modifying the source files and this is useful if the source data needs to be retained. Softaken is a good option for users who have large numbers of Outlook PST files, thanks to its simple interface and multiple merge options.
Pro
Several PST merging options.
Supports ANSI and Unicode PST files.
Can merge selected mailbox items and folders.
Option to include or exclude Deleted Items
Creates a new PST without changing the originals.
Large PST data support
Interface is easy.
Demo version to test.
Cons:
The complete version is paid.
3. DataVare Outlook PST Merge
DataVare Outlook PST Merge Expert is designed to merge multiple Outlook PST files but gives users the option to select which mailbox data needs to be merged. It can merge entire PST files with Inbox, Outbox, Contacts, Calendars and many other folders or users can choose only certain folders like Contacts or Inbox. The tool supports both ANSI and Unicode PST files and doesn't need Microsoft Outlook to be installed. It also provides an option for the user to select a suitable local location for the resultant PST file. So, DataVare is a good option for those users who need specific merging and easy workflow without manual merging of mailbox data.
Pros
Merge multiple PST files.
Supports ANSI and Unicode data formats.
Allows merging of specific folders.
Can combine all mailbox data.
No need to install outlook.
Stores important mailbox information.
Allows the user to select the output location.
Easy operation.
Cons
Advanced merging features are available in the licensed version.
Conclusion
All three tools provide useful solutions to merge multiple Outlook PST files but each has different advantage. GainTools Merge PST Best Overall GainTools Merge PST tool is the best choice for users who want a good balance of easy operation, multiple merge options, ANSI/Unicode support, and selective folder merging. Softaken Merge PST Pro is very attractive for users looking for more control over mailbox items and Deleted Items. DataVare Outlook PST Merge Expert is a practical option for simple PST consolidation and targeted folder merging. Before picking a tool, users should check the number of PST files, desired folders, Outlook compatibility, and whether they need to merge selectively.
FAQs
1. What is a PST Merge tool?
PST Merge tool, Merge multiple Outlook PST files into Single PST file. It can simplify mailbox management and reduce the need to manage multiple separate archives.
2. What is the best PST Merge tool for 2026?
For a good combination of ease of use, compatibility, and flexible merge options, GainTools Merge PST is a solid choice.
3. How to merge multiple PST files into one file?
Yes. All three tools we reviewed here are designed to merge multiple PST files into one PST.
4. Is it possible to merge only selected folders?
Yes. GainTools, Softaken and DataVare offer solutions for selective folder or mailbox item merging.
5. Is it necessary to install Microsoft Outlook to merge PST files?
No. The applications reviewed are stand alone tools and their product pages indicate that installing Outlook is not needed to perform the merging process.
