Key Takeaways
- When you archive an email in Gmail, this does not delete the message. Archiving simply removes the email from your Inbox and makes it accessible in All Mail.
- You can archive a Gmail email using the Archive button in the toolbar on desktop and mobile.
- You can speed up the archive process using Gmail filters, a keyboard shortcut, or a swipe gesture.
- You can unarchive an email in Gmail by locating the message in All Mail or using the Search and then moving the email to your Inbox.
- If you have trouble finding an archived message, consider tools like Clean Email that provide a dedicated Archive folder for easy review and retrieval.
How to Archive Emails in Gmail
When you finish with an email that you want to retain for future reference, archive it is the way to go. Archiving is different from deleting in that it removes the message from your Inbox along with the Inbox label but keeps it in All Mail for easy access. (Remember, deleting an email sends it to the Trash.)
How to Archive in Gmail on Desktop
To archive in Gmail on the web, select one or more emails and do one of the following:
- Click the Archive button in the top toolbar.
- Choose the Archive button to the right in the message list.
- Right-click and pick Archive.
How to Archive in Gmail on Mobile
To archive in Gmail on your mobile device, do one of the following:
- Open an email and tap the Archive button in the top toolbar.
- Long-press an email, select additional messages, and tap the Archive button at the top.
To mass archive in Gmail without moving through pages of emails on the web or continuing to scroll and load more messages on mobile, check out Clean Email’s bulk archive feature. With it, you can archive hundreds or even all emails at one time.
How to Speed Up Archiving in Gmail
While archiving an email or two in Gmail isn’t necessarily time-consuming, there are still ways that you can speed up the process.
Automatic Archive Filters
If you regularly archive the same types of emails, you can create Gmail filters to automatically archive messages as they arrive. This is handy for moving emails out of your inbox without extra work while keeping them safe and sound in All Mail.
You can also use Auto Clean rules in Clean Email to catch and archive messages with more precise conditions such as sender domain, status, age, and label (or not labeled). Plus, you can set up rules on desktop or mobile and without affecting your Gmail filters.
Keyboard Shortcuts
If you like using Gmail keyboard shortcuts to accomplish tasks quicker on your desktop, you’ll be glad to know there’s an Archive shortcut. Simply select an email and press E.
Swipe Gestures
One of the quickest ways to archive emails in the Gmail mobile app is with a swipe gesture. Luckily, you can customize these gestures on both Android and iPhone to archive with a swipe.
On Android:
- Open the menu and pick Settings.
- Choose General settings.
- Select Swipe actions.
- Tap Change for the Right or Left Swipe per your preference.
- Mark Archive.
On iPhone:
- Open the menu and pick Settings.
- Choose Inbox customizations.
- Select Mail swipe actions.
- Open the menu below Right or Left swipe per your preference.
- Pick Archive and tap Done.
How to Unarchive Emails in Gmail
Because the benefit to archiving emails rather than deleting them is that you can still access them, you may want to unarchive a particular message later. Unarchiving returns the email to your Inbox.
First, locate the email in All Mail or using the in:archive search operator and then use the steps below to unarchive it on desktop or mobile.
How to Unarchive a Gmail Email on Desktop
Select one or more emails and do one of the following:
- Click the Move to button in the top toolbar and pick Inbox.
- Right-click, go to Move to, and pick Inbox.
How to Unarchive a Gmail Email on Mobile
Do one of the following:
- Open an email, tap the three dots on the top right, and pick Move to Inbox (Android) or Move to → Primary (iPhone).
- Long-press an email, select additional messages, tap the three dots, and pick Move to Inbox (Android) or Move to → Primary (iPhone).
Common Gmail Archive Concerns
If you’re new to the Archive feature in Gmail or simply have questions as to how it’s best used, you’re not alone. Here are a few common concerns and questions that users have regarding Gmail’s archive.
Did I just delete that email? No! When you archive an email in Gmail, this removes it from your Inbox but does not delete it. You can access archived messages in All Mail.
Why does my inbox fill back up the moment I clear it? If after archiving emails in Gmail, you don’t see an impact on your storage, this is because archived emails do still count toward your storage space. Additionally, if you receive a reply to a message you archive, that message returns to your Inbox.
Can I use archive as a backup? A true backup implies that you’re saving data to another location for safe keeping. Emails you archive in Gmail remain in Gmail, are still searchable, and continue to count toward your storage space. While it’s a convenient feature, you shouldn’t consider Gmail’s archive a backup.
Why can’t I find an email I archived? To find an archived email in Gmail, you can look through All Mail for messages without the Inbox label or use the search operator in:archive to see all archived emails.
If you still have trouble locating an archived message in Gmail, know that Clean Email provides a dedicated Archive folder. This lets you skip scanning All Mail or using search operators – you can quickly find and unarchive the email you need.
Conclusion
Archiving emails is an efficient way to declutter your Gmail Inbox while still retaining those messages you may need later.
Just remember, when you sign up for Clean Email, you can use bulk actions for archiving hundreds or thousands of emails at once, Auto Clean for more advanced archive rules, and a specific Archive folder for access to archived Gmail messages anytime.
