Email Archiving in Outlook

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Email Archiving in Outlook
Email Archiving in Outlook

One of the most effective strategies to keep your inbox clutter-free is to archive emails. You’re in luck if you want to accomplish this in Outlook. Both Outlook for web and Outlook for desktop make it simple to archive emails.

In this post, we’ll go through all of the finest methods for archiving emails in Microsoft Outlook on your PC.

What Is an Archive in Outlook?

An archive in the context of Outlook and emails is simply all of the emails that you’ve decided to keep aside from your main inbox.

Archiving an email in Outlook for web involves transferring it from the main inbox folder to the Archive folder.

Archiving an email in Outlook for desktop essentially involves copying your emails from the primary Outlook PST file to a new PST file. You may move this PST file anywhere and view all of your stored emails inside it at any time.

If you’re new to Outlook, compare Outlook for online against desktop to find which one best suits your requirements.

Can You Use Outlook Archive for All Your Email Accounts?

There are two situations in which you cannot utilize Outlook’s Archive function.

First and foremost, if you have an Exchange Server email account and your business utilizes Microsoft Exchange Server Online Archive, you will be unable to use the native Outlook archive function.

Second, if your network administrator has disabled the archive capability, you will be unable to archive your emails. In each of these circumstances, contact your organization’s network administrator for assistance.

Using Outlook for web to archive emails is simpler than using the desktop client. Simply choose a few choices and your emails will be archived.

How to Archive Emails in Outlook for Web

By choosing Archive on the left, you can see all of your archived emails.

Here’s how you do it:

  1. Visit and sign in to your email account.
  2. Navigate to the folder on the left that contains your emails.
  3. From the right pane, choose the emails you want to archive.
  4. In the top menu bar, choose the Archive option. If you accidentally archived an email, click Undo at the bottom to undo your action. Launch Outlook on your PC.
  5. At the top, click File, and then Options from the left sidebar.
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If you wish to transfer an archived email back to the main folder, locate it in the Archive folder, click it, then click Move to at the top and choose where you want the email to go.

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You may archive emails in Outlook for desktop either automatically or manually. In this part, we’ll go through how to utilize Outlook for desktop’s automatic archive function.

How to Archive Emails in Outlook Automatically

AutoArchive is the function that allows you to automatically archive your emails in the Outlook program. After a certain length of time, this function moves your emails from your main folders to the archive.

This feature allows you to customize a variety of parameters, and the instructions below explain how to do so:

If you ever wish to stop Outlook from automatically archiving your emails, you may deactivate the AutoArchive option.

  1. On the left, choose the Advanced option.
  2. On the right pane, locate AutoArchive and click the AutoArchive Settings option.
  3. Tick the Run AutoArchive every option at the top and decide when you want the functionality to run in Outlook.
  4. Select when an item should be archived in the Default folder settings for archiving section. Essentially, you’re indicating the age of your Outlook information.
  5. Select the destination folder for your archive file by clicking Browse. This is only necessary if you dislike the default Outlook PST directory. Finally, click OK at the bottom to preserve your changes. Launch Outlook on your PC.
  6. Select File at the top, then Options on the left.
  7. On the left, choose the Advanced option.
  8. On the right pane, choose AutoArchive Settings.
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You may manually archive emails in Outlook to have greater control over your email archives. This allows you to send your primary emails to the archive as needed.

To do this:

  1. At the top, uncheck the Run AutoArchive every option. Launch Outlook on your PC.
  2. In the top-left corner, choose File.
  3. On the left, click the Info tab.
  4. Select Clean Up Old Items from the Tools drop-down menu.
  5. A window opens in which you may customize your manual email archive.
  6. Click OK in the bottom.

How to Archive Emails in Outlook Manually

After creating the archive, you may relocate the resultant PST file anywhere you choose.

To use this method:

  1. At the top, you have two choices for what to include in your archive. Choose the one you wish to use.
  2. Select the directories you want to include in your archive.
  3. Using the calendar, choose the age of your objects.
  4. Select Browse and go to the location where you wish to store your Outlook archive file.
  5. Click OK in the bottom right corner to begin generating an email archive in Outlook.
  6. At the top, choose the File menu.
  7. In the left sidebar, click Open & Export.
  8. To import a PST data file into the software, click Open Outlook Data File in the right pane.
  9. Navigate to the folder containing your archive file, double-click it, and then click the Open button at the bottom.
  10. Your file should be recognized by the application, and you should be able to see all of your stored emails.

Accessing archived emails in Outlook for desktop is just as simple as it is in Outlook for web. Simply open your archive file in Outlook and you will see all of your archived emails.

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How to View Archived Emails in Outlook

To import a PST email archive file into Outlook on your PC, follow these steps:

If you have numerous Outlook PST files, you may combine them.

  1. Launch Outlook.
  2. Click the File menu at the top.
  3. Select Open & Export in the left sidebar.
  4. On the right pane, click Open Outlook Data File as you’re importing a PST data file into the program.
  5. Navigate to the folder where your archive file is sitting, click the file, and hit Open in the bottom.
  6. Your file should load in the program, and you should then be able to view all your archived emails.

If just glancing at the volume of emails in your inbox makes you feel overwhelmed, it’s time to archive some of them. Use the strategies outlined above to archive the less important emails so you may focus on the ones that need your immediate attention.

Decluttering Outlook by Archiving Emails

The trouble with emails is that handling them is difficult, even for professionals. However, there are several strategies and practices you can learn to make email management lot easier.

The thing with emails is that managing them isn’t easy, even for the pros. There are some tips and tricks, though, that you can learn to make managing emails much less overwhelming.

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