How to Archive Emails in Outlook

Considering just how significant a problem email overload has become, it’s no surprise that many people wonder how to archive in Outlook. In this article, we answer this question and explain how Clean Email, a bulk email organizer with smart automation features, can help you archive Outlook emails so that you can be more productive.

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Outlook Archive Versus Delete

Back in the day, most email services offered so little storage space that their users were forced to delete most emails they received. Thankfully, storage space has become very cheap over the years, and virtually all major email services, including Outlook, now give their users gigabytes of email storage for free.

Considering that most emails are not even 1 MB large, it’s easy to see how so many people end up with thousands and thousands of emails just sitting in their inbox, refusing to delete anything because they don’t have time to manually separate important emails from subscriptions, newsletters, notifications, and spam.

That’s where the Outlook archive folder comes in. Instead of giving its users just two options how to manage emails—let them be or delete them—Outlook makes it possible to move emails into a special archive folder, which is sort of like that junk drawer most people have in their homes, where small items and documents are stored so they don’t just lie around the house.

When you archive an email, the email disappears from your inbox, but it doesn’t get deleted. It simply moves from your inbox to the archive folder, and you can retrieve it from there at any time. You don’t even need to know how to create an archive folder in Outlook because the folder is available by default.

How to Archive in Outlook

To archive emails in Outlook.com:

  1. Go to www.outlook.com and log in with your username and password.
  2. Select the emails you would like to archive.

    how to archive emails in Outlook

  3. Click the Archive button located right below the search bar.

To unarchive an email, select the Archive folder from the menu on the left, open the email you would like to unarchive, and move the email back to your inbox by clicking on the Move to button below the search bar and selecting the inbox option.

You can also archive emails manually in Outlook for Office 365, Outlook 2019, Outlook 2016, 2013, and Outlook 2010. If your inbox ever becomes unmanageable, you can use the archive option to move old emails to a separate Outlook Data File (.pst) that you can open from Outlook any time you need it.

Outlook archives emails automatically at regular intervals, but you can change how it behaves by going to File → Options → Advanced. There, choose AutoArchive Settings under AutoArchive and click the Run AutoArchive every n days box and specify how often to run AutoArchive.

This is how to archive emails in Outlook manually:

  1. Go to File → Info.
  2. Choose the Cleanup Tools next to Mailbox Cleanup and then select Archive…

    how to archive in Outlook manually

  3. Select the folder you would like to archive. Keep in mind that Outlook will also save all subfolders beneath the folder you’ve selected. This is where many people who want to learn how to archive folders in Outlook make a mistake.
  4. Configure your archive options. You can, for example, change how old emails have to be to get archived.
  5. Click OK to start archiving your emails. Depending on how many emails you’ve selected and the speed of your computer, the archiving process may take some time so be patient.

Archive Outlook Emails Smarter with Clean Email

Clean Email is an online bulk email cleaner that uses powerful filters and rules to give you greater control over your inbox. Compatible with Outlook as well as with most other major email services, Clean Email can quickly analyze your entire inbox without seeing the content of your emails and segment all emails into relevant groups, allowing you to apply actions on entire groups of emails instead of having to manage emails one by one.

To get rid of email clutter with Clean Email:

  1. Sing in with Outlook and let Clean Email analyze your inbox. Don’t worry: Clean Email never downloads full emails. It only analyzes email headers that contain subject line, sender and recipient information, dates, email size, and similar metadata.
  2. Apply any action you want to an entire group of emails, such as emails from dead ends, notifications, junk emails and spam, emails to yourself, travel emails, or subscriptions and newsletters.

    how to archive emails in Outlook with Clean Email

  3. Tell Clean Email to apply selected actions automatically in the future. To do that, simply check the checkbox labeled as "Apply this action to all matching emails in the future" when applying an action.

All automation rules appear in the “Automation” dashboard, where you can pause, resume, or delete them. Apart from automating your email management, Clean Email can also intelligently unsubscribe you from unwanted emails and block marketers trying to sell you things and services you don’t need. Best of all, you can get started with Clean Email for free just by logging it log in with the email address and current password you use to access your inbox. Clean Email is an A+ rated BBB Accredited business, so you know that you can trust it with your emails.

Conclusion

Email overload is a serious problem that is robbing businesses and individuals of valuable time that could be dedicated to more productive endeavors than email management. The first step how to fight against email overload is learning how to archive emails in Outlook, but there’s no reason to stop there. With bulk email organizers such as Clean Email, anyone can archive hundreds or even thousands of emails with just a few clicks and automate email management to such an extent that email overload won’t be an issue anymore.

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