There is a constant exchange of emails between individuals and companies today, resulting in a growing volume of emails in our mailbox. It’s become difficult to manage and retrieve a large number of emails every time. So, to resolve this problem, the concept of email archiving came into existence. Here’s what it is exactly and how to archive an email in Microsoft Outlook 2019/2016.
What is Email Archiving
Email Archiving is an email management process that manages and files your emails systematically. It permanently stores and secures your data without any data loss. Basically, when you archive an email, it disappears from your inbox without being deleted and is stored in the Archive folder. The emails which you do not want to delete because you may need them in the future can be archived. All the emails in the archive folder can be restored if required so that the important content is not lost. Archiving emails will move them off of the network mail server to your local computer.
How to archive Emails in Outlook
To open Microsoft Outlook, click on the Start button and scroll down to Outlook to open it.
Open the email you want to archive in your Inbox. You will see the Archive option in the menu bar at the top of your mailbox.
The Inbox folder is where your email first arrives. Click on Archive and your email will be moved to the Archive folder.
You can easily find a specific email you’re looking for by using the search box above. You can also use various filters to sort the emails by date, size, subject, importance, categories, etc.
It is that simple to archive emails in Outlook and hence can be done in an efficient manner.
Bulk archive email in Outlook
- To bulk archive email in Outlook, open File > Info > Tools, and select Clean up old items.
- Select Archive this folder and all subfolders, and choose the folder you want to archive.
- Next, under Archive items older than, enter a date.
- Select Include items with Do not Auto Archive to archive checked option.
- Click OK and exit.
How to retrieve archived emails in Outlook
To access your archived emails in Microsoft Outlook:
- Open Outlook
- Select the email ID
- Click on the Archive folder
- You will see all your archived emails here.
I hope you find this post useful.
Hello, My name is Shari & I am a writer for the ‘Outlook AppIns’ blog. I’m a CSIT graduate & I’ve been working in the IT industry for 3 years.