If you’re like most people, your mailbox is constantly filling up with hundreds of messages. Manually organizing individual items into separate items folders can be a pain, especially if you’re running out of space. Statista estimates that 306.4 billion emails were sent and received daily in 2020, and that number will rise to around 376.4 billion by 2025.
Learning how to create an archive folder in Outlook may help you be more productive and less stressed. Creating an archive folder in Outlook will move older messages to a separate folder and free up space in your mailbox. Here are the steps to create an archive folder in Outlook.
What Is an Archive Folder in Outlook?
An archive folder is a separate folder in Outlook where you may keep old or used items such as messages, contacts, and calendar items. You can use it to auto archive email messages into default folders to create more organization within your mailbox.
You can also manage your Outlook data file by moving folders. Anything you archive in Outlook goes from your current folder to your Outlook archive folder. The auto archive function will allow you to keep your inbox neat and create an organized folder structure that will be easier to reference in the future.
Uses for Creating a Folder in Outlook
- Organize emails by topic. Outlook archive folders can be used to organize emails by subject. For example, imagine you want to land a job at Microsoft. You can create an Outlook archive folder for “Microsoft” and transfer anything connected to it, like contacts and conversations, into this default location.
- Store all your meeting and event invitations. If you’re someone who hosts or attends meetings, you can create a folder list to keep your meeting invitations. You can also create an events folder to store all your software engineering event newsletters or other calendar items.
- Refer to old conversations. Outlook archive folders can be used to refer to old conversations. If you need to reference a conversation you had a few months ago, you can find it in your Outlook archive folder. If you need to find an archived email but don’t know the exact date it was sent, you can use the search tool to search folders to find it.
Creating an Archive Folder in Outlook: Step-by-Step
- Click File, Info, Tools, and select “Clean up old items”
- Click the “Archive this folder and all subfolders” option
- Enter a date
- Create multiple .pst files
- Include items with the “Do not AutoArchive” check box
- Click “Ok”
Steps to Create an Archive Folder in Outlook: In-Depth
1. Click File, then Info, then Tools, and Select “Clean Up Old Items”
In the newer versions, you can archive items manually whenever you want. In Outlook 2013, you have to click the File tab, then select Info, Cleanup Tools, and then Archive. In Outlook 2016, you will click the File tab, then Info, then Tools, and then select “Clean up old items.”
2. Click the “Archive This Folder and all Subfolders” Option
A folder and all its subfolders may be archived for various reasons. It might be wise to create a backup of these files if something happens, such as a catastrophic data loss. Click the “Archive this folder and all subfolders” option, and choose the folder you want to archive.
3. Enter a Date
On the “Archive items older than” section, enter a date. This step ensures that only archives older than a specific date are included in the backup. This is necessary to ensure that the backup is as up-to-date as possible.
4. Create Multiple .pst Files
A PST folder or personal storage folder can also be beneficial. You may create many .pst files to archive different folders. For example, you may want to keep sent emails longer than inbox items. This is useful if you wish to preserve a longer email history within your mailbox folder.
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5. Include Items With the “Do Not AutoArchive” Check Box
If specific items should not be automatically archived, you can check the “Do Not AutoArchive” box. This will ensure that the item is not automatically archived into a destination folder and indicate it must be archived manually.
6. Click “Ok”
Click “Ok,” and it’s done! You can now find and open your archived items the way you always do. Make sure you choose the archive folder in your navigation pane. If you want to remove an archived folder, just right-click the folder, select “Remove,” and click “Ok.”
How to Learn More About How to Create an Archive Folder In
- Forums and groups. Some forums or groups may have specific instructions on creating an archive folder in Outlook. Also, you may find manuals, articles, and guides in forums or groups. You also can ask questions and get feedback from other users.
- Courses and workshops. Another way to create an archive folder in Outlook is to attend an online training course or workshop. These courses will help you become more comfortable with the process and ensure that your archive folder is set up correctly within your mailbox settings.
- Tutorials. Many tutorials are available online, and most are easy to follow. For example, you can create an archive folder in Outlook using a tutorial. Also, it will help you understand the process.
How to Create An Archive Folder in Outlook FAQ
You can set automatic archiving emails with a feature in Outlook called Outlook AutoArchive. This will allow you to set up an auto archive in Outlook. Also, it will help you keep track of your email by moving and copying messages from your inbox and other folders to an archive file.
Archive and delete in Outlook are two very different things. When you archive an email, it’s relocated to another folder but remains accessible. When you delete an email from your inbox, it’s gone for good and can’t be recovered. You may still see an archived email, but it’s gone forever once you delete it.
Go to the File tab in the settings dialog and select “Clean Up Tools”. From here, select “Delete Selected Items” to delete any items from your Outlook mailbox folders that you don’t need. You can also empty the spam or junk e-mail folders, and you can archive older emails. In Outlook, go to the File menu, then Tools, and select “Mailbox CleanUp.”
Outlook keeps email folders in the archive for as long as you want, and there isn’t a time limit. It is up to you to determine how long you want them to stay there. If you want to delete them from the archive, you can do so at any time.
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