Typically, we may have the Auto Archive feature turned on by default.
In this tutorial, we will learn how to archive emails in outlook automatically and manually.įigure 1 – How to archive emails in outlook 2016 Archive Outlook 2016, Outlook 2013 and Outlook 2010 Automatically This feature is available in Outlook 2013, Outlook 2010, Outlook 2016, and earlier. We can easily use the Outlook Archive feature to archive old emails, tasks, notes, and other items, so our Outlook is clean and fast. When our mailbox is cluttered with emails, it increases the size of our Outlook file we need to archive old emails. How to archive emails in Outlook automatically or manually In the Outlook search area, select the All Outlook Items option.Open the archive files you wish to search (if they're not already open): Go to File > Open & Export > Open Outlook Data File, then browse to file location to reopen the archived emails.Note: Don't try to move too many emails at once, otherwise Outlook may stop working and you could risk corrupting your archive. Drag the emails into the appropriate folder inside the archive file.Click on the emails that you wish to select.Expand the Archives folder to list all the subfolders.If the archive file is not already opened in Outlook, then open it as step 12 above.Please backup your archive before making changes, so it can be restored if any problems arise. How to move email to an existing archive file: Later if you want to find emails in the archived folders, you can then open it again by go to File > Open & Export > Open Outlook Data File, then browse to file location to reopen the archived emails.It’s better to do so if you don’t really need to access emails in this folder. If you don’t need to view the archived folders, you can then right click on the Archives2015 again and then choose Close “Archvives2015” to close the file.Once the name is changed you will see the new name on the list:.To change the Archives folder name, right click on Archives then choose Data File Properties…, then click on Advanced button and rename the folder:.Once the archive is done, you will see a folder named Archives listed on the left side panel of your Outlook.Click OK, Outlook will start archiving emails, and the status bar at the bottom of Outlook will be look like the following image, once the archiving status is gone, then the archive process is done.Give the filename a useful name for easy identification, for example, archive2015.pst.Note: if you store it on a network drive, you will need to be on a UBC network or using VPN in order to access it. Select the location where you wish to store your archive file.Provide a name and select the location where you would like to save the archive (.pst) file.Once emails are archived they will be deleted from the server mailbox. Note: Usually, only older emails need to be archived. If you'd like to archive email by year, we recommend creating your oldest archives first. Note: To simplify archive file management, we recommend archiving 3-5 years worth of email into each archive. Archive items older than: set the date, for example, if you want to archive everything before, then set the date to be.Click on the email address you want to archive.Choose Archive this folder and all subfolders.Click File > Tools > Clean Up Old Items….Click the Next button and then the Finish button to save changes.
Keeping All email offline will make sure your old emails are found during the archiving step.
Open Control Panel (search for "control" in Windows search bar).
You will also need enough space on your local drive to store your mailbox. the web client because Outlook hasn't yet synced your local mailbox with the server. When this option is enabled you may notice some discrepancy between email that is visible in Outlook vs. If you'd like to AutoArchive your email, please contact How to create a new archive fileĪccording to UBC IT, using cached exchange mode is not strictly necessary however we've found archiving email will sometimes not work unless it's enabled. Outlook also has an AutoArchive feature which can automatically archive your email at regular intervals. Note: These instructions demonstrate how to manually archive your email.
How to move email to an existing archive file.How to archive FASmail in Outlook for Windows Contents