How to Archive Emails in Microsoft Outlook

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If you have emails that you no longer need, but don’t necessarily want to delete, you can archive them. In Microsoft Outlook, you have a few ways to manually or automatically archive emails to get them out of the way.

We’ll show you how to archive emails in Outlook on your desktop, the web, and your mobile device. No matter where you use Outlook the most, you can make room for new messages.

About Archiving Emails in Outlook

For Microsoft 365, exchange accounts, and Outlook on the web, you have a default Archive folder. With exchange server accounts, retention policies may apply. For POP and IMAP accounts, you can create an Archive folder.

By using an Archive folder, you can retrieve any emails you move there later if needed.

When you move items to the Archive folder using the button as described below, this doesn’tdecrease your inbox size. If you’re concerned about space, you can create a separate Outlook Data File (.pst) when using Windows which we’ll explain below.

Archive Outlook Emails on Windows

You can manually archive emails in Outlook on Windows or use one of the AutoArchive features available. These automatic archive features may differ depending on your version of Outlook.

You can manually archive one or more emails a few different ways on Windows.

Start by selecting the email(s) one of these ways:

Once you have the email(s) selected that you want to archive, do one of the following:

On Windows, you can automatically archive older emails by performing a mailbox cleanup or setting up the AutoArchive to run every so often.

Perform an Inbox Cleanup

You canmove emails to an Outlook Data Fileto save space and clean up your mailbox in one fell swoop.

Set Up AutoArchive

To automatically archive items on a schedule, you can set up the AutoArchive option.

Archive Outlook Emails on Mac

You can manually and automatically archive emails in Outlook on Mac, although a bit differently than on Windows.

You can manually archive one or more emails a few different ways on your Mac.

Start by selecting the email(s) one of these ways:

Once you have the email(s) selected that you want to archive, do one of the following:

While there isn’t an automatic archive option in Outlook on Mac, there is a workaround that may suit you. You can set up a rule to archive specific emails based on date.

Note: Keep in mind that as time passes, you may want to update this rule to include a new date.

Archive Outlook Emails on the Web

Archiving emails inOutlook on the webis similar to the desktop versions.

Once you have the email(s) selected that you want to archive, do one of the following:

Like on Mac, there isn’t currently an AutoArchive feature in Outlook on the web. Instead, you can set up a date-based rule.

Note: Like on Mac, you may want to update this rule later to include a new date.

Archive Outlook Emails on Android and iPhone

If you useOutlook on your Android device or iPhone, you can archive emails there as well. At this time, there isn’t an AutoArchive feature, but you have a few ways to archive emails manually.

To archive a single email, you can use the swipe action. Slide the email from left to right or vice versa per your setup and select theArchiveicon. Alternatively, open the email and tap theArchiveicon at the top.

To archive several emails in your inbox, tap and hold one email and you’ll see the selection screen. Choose the remaining emails and then tap theArchiveicon at the top (Android) or bottom (iPhone).

Taking care of those unneeded old emails is easy in Outlook on Windows, Mac, the web, and your mobile device. Now that you know how to archive emails in Outlook, check outways to fix Outlook not opening.

Sandy Writtenhouse is a freelance technology writer and former Project, Department, and Program Manager. She turned her education, job experience, and love of technology into a full-time writing career. With all sorts of gadgets in her home and her hands, she seeks to help others make life easier through technology.Read Sandy’s Full Bio

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