How to Archive Outlook Emails

Just like the classic paper letters, which when they accumulate end up cluttering up too much space and making libraries and desks unusable, emails can clutter up the inbox of email accounts, ending up creating confusion and "eating" space on the disk unnecessarily (in case of offline email clients). It is therefore necessary to archive them to make some order. How do you say? This is exactly the problem you would like to solve with today Outlook, the famous email client developed by Microsoft, but you don't know how to proceed? And then I guess you've come to the right place, at the right time!

In the next paragraphs, in fact, I will explain to you in detail how to archive emails in outlook: I will show you the procedure to follow in the classic version of the software for Windows and macOS, in its online version and in its mobile variant for Android, iOS and Windows 10 Mobile. For completeness of information, then, I will also show you how to archive emails from an Outlook account synchronized with "alternative" email clients.

So, are you already in the "command posts", ready to start? Yup? Perfect! Make yourself comfortable, take your time to concentrate on reading the next paragraphs and, more importantly, implement the "tips" that I will give you. I am sure that, if you follow my suggestions step by step, you will be able to complete your "business" today with minimal effort. Enjoy the reading!

Archive Emails in Microsoft Outlook

If you wish to know how to archive emails in Microsoft Outlook, the professional email client integrated into the Office suite (which I told you extensively in another tutorial of mine), know that you can count on the specific archiving function, which allows you to automatically move older messages to a separate folder than the the rest of the emails thus ordering the inbox and "streamlining" the program database at the same time.

Before showing you the various steps to follow to archive emails in Outlook, I want to tell you that to write this guide I used Microsoft Outlook 2016 which, at the time of writing, is the most recent version of the program in the Office suite of the Redmond giant. In any case, the instructions below can also be performed on the older versions of the program (from the 2007 version onwards, in practice all those that have the Ribbon tabbed interface). Having made this clarification, we can take action.

Windows

If you are using the version of Outlook for Windowsclick on your button Fillet which is located at the top left and select the e-mail account for which you want to set the automatic archiving of messages from the drop-down menu located under the heading Account information (not necessary if you have only one email address configured in the program).

At this point, pigia sul pulsating Means (l'icona della mailbox with paintbrush) and click on the entry Clean up old elements ... from the menu that appears. In the window that opens, put the check mark on the item Archive the folder and all subfolders, select from the drop-down menu Archive antecedent elements the reference date from which to start archiving messages and presses the button OK to save the settings. If you want to save the file with the emails stored in a different folder than the default one, click on the button Shop by Department and choose the destination folder you prefer.

If you want, you can also archive emails by selecting different settings based on the folders to which the messages belong. To do this, go to the tab Home Outlook (located at the top left), right click on the folder name in which you want to store messages (eg. Incoming mail, Mail sent, etc.) from the left sidebar and select the item Property… give the menu to compare.

In the window that opens, select the tab Automatic archiving and choose the settings you prefer: for example, you can set a custom deadline and destination folder for archiving messages by placing a check mark next to the items Archive the folder using these settings e Move old items to and then choosing the desired settings. Easy, right?

And if you're wondering, you can also archive individual messages: to do so, locate the email you want to archive in the inbox, right-click on the message preview and select the item Archive from the menu that opens. Alternatively, select the email to archive and press the button Archive from the card Home.

All archived messages will end up in the folder archive: by opening it you can right-click on the single archived messages and, from the menu that opens, delete them by clicking on the item Delete, move them to another folder by pressing on the item Move and so on.

MacOS

On the version for MacOS Unfortunately, the function that allows you to automatically archive the oldest emails I mentioned in the previous paragraph is not available. However, you can create rules to automatically archive emails that have some particular characteristics (for example, those that come from the same email address.

To do so, click on the tab Home, pigia sul pulsating Regole located at the top right, click on the item Create rule ... and, in the box that opens, define the conditions of the rule using the drop-down menus located at the top of the form. In the section Take the following action, open the drop-down menu, select the item Move to folder and, in the drop-down menu on the right, select the item Choose folder ....

In the form that opens, type the folder name in which to move the emails that meet the conditions you indicated above (eg. archive), select it and press the button Choose. Per conclusdere, pigia sul pulsating OK: all emails that meet the conditions you included in the rule will automatically end up in the archive!

If you want, you can also proceed with the manual archiving of one or more emails as follows: go to the account folder in which the emails to be archived are present (eg. Incoming mail), locate the message you want to archive, right-click on its preview and select the item Archive give the menu check if you press.

Alternatively, select the message to archive and press the button Archive located at the top or, if you are working from a MacBook or an iMac to which a trackpad is connected, position the cursor on the message you are interested in, as two fingers swipe from right to left on the trackpad surface and then press the button green Archive that appears to the right of the message.

All messages you archive will be moved to the folder archive: by opening it you can right-click on the single archived messages and, from the menu that opens, delete them by clicking on the item Delete, move them to another folder by pressing on the item Move and so on.

Archive Emails in Outlook.com

You want to know how to archive emails received in Outlook from browser, because you are logged in to Webmail of the e-mail service of the same name made available by the Redmond giant? If you answered yes, please follow the steps below.

First of all connected to the Outlook.com login page, press the button Log in, enter in the appropriate text field theemail address containing the emails you want to archive, click on the button forwardI inserted the password of your account in the appropriate text field and then presses the button Log in.

Once logged in, select the folder containing the messages to be archived from the left column (eg. Incoming mail, Junk Mail, etc.), then locate the email of your interest, right-click on its preview and select the item Archive in the menu that opens. Alternatively, after selecting a message by placing a check mark on it, press the button Archive located in the top bar.

In case of second thoughts, you can move the archived message to its "original folder" as follows: press the card archive located in the column on the left, right click on the message preview and click on the items Move> [Name of the folder to move the message to] (Eg. Incoming mail). You can also move the message by selecting it and pressing on the captions Move to> [Name of the folder to move the message to] (Eg. Incoming mail) which is located in the menu bar at the top.

If you want to delete an archived message, instead, hover the mouse cursor over its preview and click on the icon dustbin that appears or, if you prefer, right click on the email preview and select the item Delete in the menu that opens. Simple, right?

Archive Emails in the Outlook App

want archive emails from the Outlook app that you have installed on your Android or iOS device? I guarantee you that even in this case the operation you are called to perform is not at all complicated: all you have to do is identify the emails of your interest and press the appropriate command that allows you to archive them.

After starting the Outlook app on your device, log in to your account (if necessary), tap the button Mail (l'icona della letter envelope located at the bottom left) and, in the screen that opens, presses the button (≡) located at the top left to select the box containing the messages to be archived (eg. Incoming mail, Mail sent, Etc.).

At this point, locate the message you want to archive and make one swipe from right to left on its preview and, as if by “magic”, the green button will appear Archive: continue to drag your finger to the left to archive the selected message and that's it.

To view the messages you have archived, then, tap the button again (≡) placed at the top left and presses on the item archive. If you want to bring an archived message back to your inbox, all you have to do is do one again swipe from right to left on the preview of the message itself; while if you want to delete one of the archived emails, you must first open it by tapping on its preview and then pressing the icon of dustbin at the top right. Easier than that ?!

Archive Outlook Emails in Other Email Clients

To conclude I want to give you some "tips" on how to archive Outlook emails in other email clients. If you have configured your Outlook email address in other clients, chances are you're interested in knowing how to proceed and I'll get back to you right away!

  • Windows 10 Mail - presses the button (≡) located at the top left, select the folder containing the messages to be archived (eg. Incoming mail), right click on the email preview and select the item Archive give the menu check if you press.
  • Apple Mail - if you use Mail su Poppy, select the folder containing the messages to be archived from the left sidebar (eg. Entry> Live), right click on the message preview and select the item Archive or, alternatively, select the message and press the button Archive placed at the top. Up iPhone e iPadinstead, locate the message to be archived, swipe from right to left on its preview (without reaching the left end of the display, otherwise the message will be directly deleted), press the button (...), tap on the item Move message ... and press on the item archive.
  • Mozilla Thunderbird - select from the left sidebar the folder containing the emails to be archived, right click on the message you want to archive and select the item Archive give the menu check if you press.