Depending on the frequency with which you use your outlook email, you will want to come up with a schedule that best suits your needs, i. Imagine archiving your emails in Outlook , as putting them safely in a virtual filing cabinet or safe.
When organizing your email in Outlook, you could use the age-old function of simply pressing delete. However, when you have emails that you may need to look back on, whether for business purposes or because sometimes we become a little nostalgic for old messages from family or friends, archiving rather than deleting your email in Outlook is the better option.
Need to find an email you archived long ago? We have the solution for you! If you are wondering what. That is all archiving in Outlook really is. It is the process of putting the important emails that you have in Outlook into a personal storage file. Emails, especially in a business setting, are just as important to store as the piles of paper that are on your desks.
If your mailbox has grown too big in size, it stands to reason to archive old emails, tasks, notes and other items to keep your Outlook fast and clean. That's where the Outlook Archive feature comes in. It is available in all versions of Outlook , Outlook , Outlook , Outlook , Outlook and earlier. And this tutorial will teach you how to archive emails and other items in different versions automatically or manually.
Outlook Archive and AutoArchive moves older email, task and calendar items to an archive folder, which is stored in another location on your hard drive. Technically, archiving transfers older items from the main. To avoid confusion and to prevent questions like "Why doesn't my Outlook Auto Archive work? The Outlook Auto Archive feature can be configured to move old emails and other items to a designated archive folder automatically at a regular interval, or to delete old items without archiving.
The detailed steps for different Outlook versions follow below. Since Outlook , Auto Archive is not enabled by default, though Microsoft Outlook will periodically remind you to do so:.
To start archiving immediately, click Yes. To review and probably change the archive options, click AutoArchive Settings…. Or, you can click No to close the prompt, and configure auto archiving later at the time most convenient to you by performing the following steps. The screenshot below shows the default settings, and the detailed info about each option can be found here.
When archiving is in progress, the status information is displayed in the status bar. As soon as the archive process is completed, the Archives folder will appear in your Outlook automatically, provided you selected the option Show archive folder in the folder list.
If you cannot find archived emails in your Outlook, please see How to display Outlook archive folder. For other folders, such as Inbox , Drafts , Notes and others, you can turn on the AutoArchive feature in this way:. Microsoft states that this option is not checked by default, but it was checked on some of my Outlook installations. So be sure to uncheck this option if you want to keep expired messages until they reach the end of the aging period set for a given folder.
Archive or delete old items. Select this option if you want to configure your own auto-archive settings. If unchecked, Outlook will use the default AutoArchive settings. Show archive folder in folder list. If you want the Archive folder to appear in the Navigation Pane along with your other folders, select this box.
If unselected, you will still be able to open your Outlook archive folder manually. Clean out items older than. Specify the aging period after which your Outlook items should be archived. You can configure the period in days, weeks, or months - a minimum of 1 day up to a maximum of 60 months.
Move old items to. When this option is selected, Outlook automatically moves old emails and other items to the archive. By default, Outlook stores the archive. To choose another location or give another name to the archived. Permanently delete items. This will delete old items permanently as soon as they reach the end of the aging period, no archive copy will be created. Apply these settings to all folders now. To apply the configured AutoArchive settings to all folders, click this button.
If you want to apply other settings for one or more folders, do not click this button. Instead, configure the archiving settings for each folder manually. All accounts have access to the Archive folder. For accounts in Office , Outlook. This folder cannot be deleted. If you use Outlook with an Exchange or Exchange Online account, folder policies, such as retention policies, apply to the Archive folder.
You cannot change the location of the Archive folder for accounts in Office and Exchange services. Using the Archive button to move the message to the Archive folder does not reduce the size of the mailbox. If you need to reduce the size of your mailbox, you can use an online archive in Office for enterprise or archive items manually.
By default, Outlook archives items at regular intervals using the AutoArchive feature. For more information, see Automatically archiving older items. If necessary, you can also archive items manually. Click Archive Brings the familiar classic menus and toolbars back to Microsoft Office , , , , and , helps users get through the transition from Office or , to Office , or , and saves your money and energy on training if you are upgrading your Office.
Brings Tabbed User Interface to Office.
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