You can archive emails in Microsoft Outlook to help keep your inbox well-organized by storing essential, non-urgent messages out of sight. An archive button in your Outlook inbox’s top menu lets you move the email into a folder accessible from the client dashboard.
Contents
Do archived emails get deleted outlook?
For Microsoft 365, Outlook.com, and Exchange accounts, the Archive folder is one of Outlook’s default folders, like Inbox, Sent Items, and the Deleted Items folder. This folder can’t be deleted.
What happens to archived emails in Outlook?
The online archive is displayed as a separate mailbox in the left pane of Outlook. Once set up, older messages are automatically transferred to the online archive so as to keep the size of the primary Outlook mailbox in check.
How long do emails stay in Archive outlook?
The Archive folder is no different than any other folder that you might create and has no abilities beyond any other folder. So, the answer is that your messages will stay in the Archive folder just as long as they’d stay in the Inbox folder; that is, they’ll be there until you move them elsewhere or delete them.
What is the difference between Archive and delete outlook?
Whether you delete or archive an email message, it disappears from your inbox. A deleted message goes into the trash folder, but an archived message is defaulted to the Archive folder or All Mail on Gmail / Google Apps.
Is it better to archive or delete emails?
Delete Instead of Archive, and Only Keep What You Care About
You’ll free up space, and you won’t have to pay to store useless emails. If an email is important, archive that one—or consider placing it into a folder or label that will make it easier to find in the future.
What is the benefit of archiving Outlook emails?
In fact, studies suggest that three-fourths of an organization’s intellectual property is contained within email and messaging systems. That means it’s important to protect this data and not just send it to the trash. But keeping that much information can overload your company’s storage servers.
What’s the point of archiving email?
The point of archiving is to give you a central location to store mails that you no longer need direct access to. It also ensures your inbox is kept clean and attachments and other files are kept safe.
Do archived emails take up space?
Yes, messages that are archived count towards your storage quota. Even messages in the trash and spam are counted. The only difference is that messages in the spam and trash will probably be permanently deleted within 30 days, which automatically frees up space in your account.
Does archiving emails save space?
No. Archiving emails merely removes your emails from the email listing but saves it in the same folder. Archived emails still occupy the same space that they took up earlier. To clear space, you must delete emails instead of archiving them.
How do I stop emails from going to archive in Outlook?
Turn off AutoArchive
- Click File > Options > Advanced.
- Under AutoArchive, click AutoArchive Settings.
- Uncheck the Run AutoArchive every n days box.
How do I save Outlook emails to hard drive?
Back up your email
- Select File > Open & Export > Import/Export.
- Select Export to a file, and then select Next.
- Select Outlook Data File (.pst), and select Next.
- Select the mail folder you want to back up and select Next.
- Choose a location and name for your backup file, and then select Finish.
How do I free up space in Outlook without deleting emails?
Some ways you can prevent your mailbox from being cluttered include:
- Archive older items. Put any items you want to keep in an archive to free up space.
- Empty the “Deleted Items” folder.
- Empty the “Junk Email” folder.
- Store attachments outside your mailbox.
How do I clean up thousands of emails?
Here’s how you can delete thousands of clutter emails in bulk and free up space.
Here’s how to do it:
- Step 1: Identify email you can delete.
- Step 2: Seek.
- Step 3: Seek older emails.
- Step 4: Destroy.
- Step 5: Unsubscribe.
- Step 6: Set up filters.
Why do I get archive instead of delete?
Google archiving removes messages from your Inbox, but keeps them in your account so that you can always find them later. This is like moving messages into a filing cabinet for safekeeping, rather than putting them in the trash can. Archiving removes the Inbox label.
Should I keep old emails?
Even emails that contain information about everyday workplace matters, such as sickness records or maternity pay, are required to be kept for 3 years. Many businesses will find that, because of these legal provisions, it is safest to keep emails for around 7 years.
How long do archived emails last?
Messages you archived aren’t deleted, and you can access them at any time. Gmail keeps your archived emails indefinitely or until you delete them. Only messages that are deleted are removed from the Trash after 30 days.
Why is archiving important?
It improves compliance, saves time and increases security. Document archiving is securely storing information (both digital and paper format) that you no longer use regularly. It’s important because it:ensures only the right people can access the right documents.
How do I retrieve archived emails?
How to Retrieve Archived Emails in Gmail?
- Log in to your account.
- Find the archived message. You can either search for the message using the search bar or look for it in the All Mail label.
- Check the box next to the message.
- Click the Move to Inbox option at the top.
How often should you archive emails?
between two to three years
Determining When Data and Emails Should Be Archived
Usually, when it comes to archiving information, companies set a schedule somewhere between two to three years for data that should be moved from active servers to storage ones.
How long does it take to archive Outlook?
Outlook AutoArchive
| Inbox and Drafts | 6 months |
|---|---|
| Tasks | 6 months |
| Journal | 6 months |
| Sent items | 2 months |
| Deleted items | 2 months |