REDUCE THE SIZE OF YOUR MAILBOX – OUTLOOK EMAIL ARCHIVING (KB00002)

REDUCE THE SIZE OF YOUR MAILBOX – OUTLOOK EMAIL ARCHIVING (KB00002)


Archiving helps manage the space in your mailbox or on the e-mail server that you are using by automatically moving items to an archive location. You can Manually (instructions below) or Automatically Archive

Depending on the options, AutoArchive completes one or both of the following actions:

  • Moves items from their original location, generally one of your active folders, to an archive folder.

    Where do my items go?

    The archive file is a type of Outlook Data File (.pst). The first time AutoArchive runs, the archive file is automatically created in: C:\Users\YourUserName\Documents\Outlook Files\archive.pst

    I can't find the folders listed in this article

    Some of the folders might be hidden folders. For more information about viewing hidden folders in Windows, see Show hidden files.

  • Permanently deletes items that have passed their aging periods.

    Notes: 

    • If you choose to have items deleted, they are not archived. If you choose to have items archived, they cannot be deleted by an AutoArchive. Once items are archived, they can only be deleted manually

Archiving Emails in Outlook. Archiving will move emails off of the network mail server to your local computer. You will still be able to access them through Outlook. Archiving regularly helps free space and reduce folder sizes

NEWER VERSIONS of Oulook
You can AUTOARCHIVE and decide how often AutoArchive runs, where it stores archived items, and how long Outlook keeps items before archiving them.

  1. Click File > Options > Advanced.

  2. Under AutoArchive, click AutoArchive Settings.

  3. Click the Run AutoArchive every n days box and specify how often to run AutoArchive.

  4. Choose any other options you want, such as having Outlook delete old items instead of archiving them.




MANUAL ARCHIVE (time consuming and tedious)

Highlight the email you wish to archive and click the Archive Box 

That email will be archived.ad found in your Archive Folder 


OLD VERSIONS OF OUTLOOK
Click File > Cleanup Tools > Archive
 
Click the Archive this folder and all sub-folders option, and select the folder you want to archive.

Under Archive items older than, enter a date. 

Check the Include items with "Do not AutoArchive" check box to archive individual items that are excluded from automatic archiving.

Click Ok.

 After the archive runs, the emails will be removed from your Inbox and subfolders. You will find these emails under the Archives heading in the left sidebar in Outlook, as shown below. Expand Archives to see all the folders by clicking the arrow to the left of the word Archives. See the contents of any folder by clicking on the folder name.

To return to your inbox, click the on your inbox


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