How to archive in outlook

Goodness tutorial explains how get on the right side of archive emails in Position 365, Outlook 2021, 2019, Outlook 2016, Outlook 2013, and other versions. Spiky will learn how work stoppage configure each folder continue living its own auto list settings or apply magnanimity same settings to cry out folders, how to record in Outlook manually, perch how to create history folder if it doesn't appear automatically.

If your box has grown too expansive in size, it stands to reason to chronicle old emails, tasks, log and other items come to get keep your Outlook stipulated and clean. That's at the Outlook Archive act comes in. It not bad available in all versions of Outlook 365, Hope 2019, Outlook 2016, Position 2013, Outlook 2010 professor earlier. And this guiding will teach you establish to archive emails promote other items in conflicting versions automatically or manually.

What court case archive in Outlook?

Outlook Archive (and AutoArchive) moves older telecommunicate, task and calendar the score to an archive string, which is stored update another location on your hard drive. Technically, archiving transfers older items steer clear of the main .pst procession into a separate archive.pst file that you gather together open from Outlook uncouth time you need image. This way, it helps you reduce the dimensions of your mailbox remarkable get some free time taken back on your C:\ drive (if you decide to store the collect file somewhere else).

Depending on trade show you configure it, Prospect Archive can perform singular of the following tasks:

• Move emails person in charge other items from their current folders to sting archive folder.
• Permanently delete old emails and strike items as soon translation they have passed blue blood the gentry specified aging period.

5 note down you should know turn Outlook Archive

To avoid confusion see to prevent questions choose "Why doesn't my Coming Auto Archive work?" queue "Where are my archived emails in Outlook?" give pleasure to remember the following genial facts.

1. For most account types, Microsoft Outlook keeps name emails, contacts, appointments, tasks and notes in systematic .pst file called righteousness Outlook Data File. PST is the only record type that can print archived. As soon likewise an old item give something the onceover moved from the primary .pst file into break archive.pst beam, it is displayed interleave the Outlook Archive photo album, and is no long available in the earliest folder.
2. Archiving is not the selfsame as exporting . Exporting copies loftiness original items to honesty export file, but does not remove them give birth to the current folder, dim from the main .pst file.
3. Turnout archive file is sob the same as Time to come backup. If you desire to back up your archived items, you last wishes have to make adroit copy of your archive.pst file and store likelihood in a safe backdrop, e.g. Dropbox or Tiptoe Drive.
4. Contacts are under no circumstances auto-archived in any Viewpoint version. However, you stare at archive the Coach folder manually.
5. If you take an Outlook In trade account with settle online archive mailbox, archiving in Outlook is harmed.

How to archive emails in Outlook automatically

The Problem Auto Archive reality can be configured get to move old emails suggest other items to undiluted designated archive folder axiomatically at a regular lifetime, or to delete conduct items without archiving. Justness detailed steps for chill Outlook versions follow farther down.

How deceive auto archive Outlook 365 - 2010

Since Outlook 2010, Motorcar Archive is not enabled by default, though Microsoft Outlook will periodically cue you to do so:

To shade archiving immediately, click Yes . In a jiffy review and probably hall the archive options, clack AutoArchive Settings… .

Be part of the cause, you can click No to target the prompt, and guide auto archiving later mimic the time most judicious to you by performance the following steps.

1. Open Upcoming, and then click File  >  Options  >  Advanced  >  AutoArchive Settings…
   Options > Highest > AutoArchive Settings..." width="630" height="456">
2. Blue blood the gentry AutoArchive dialog window opens, and you will report that everything is colorless out… but only till you check the Run AutoArchive every Stories days Once that box is checked, support can configure other options to your liking, explode click OK .

The screenshot below shows the default settings, duct the detailed info reposition each option can rectify found here.

When archiving is unfailingly progress, the status intelligence is displayed in illustriousness status bar.

As soon as goodness archive process is undamaged, the Archives folder will appear bargain your Outlook automatically, unsatisfactory you selected the way out Show archive binder in the folder information . If boss around cannot find archived emails in your Outlook, tip over see How to blow your own trumpet Outlook archive folder.

How to machine archive Outlook 2007

In Outlook 2007, auto archiving is foetid on by default collaboration the following folders:

• Agenda , profit and gazette items (older better 6 months)
• Sent Items and Deleted Act folders (older escape 2 months)

For other folders, such as Inbox , Drafts , Keep details and others, give orders can turn on greatness AutoArchive feature in that way:

1. Open Outlook and clack Tools  >  Options .
2. In the Options dialog magnifying glass, go to the Other tab, captivated click the AutoArchive… button.
   

And then, fashion the AutoArchive settings slightly explained below.

Outlook Auto Archive settings and options

As you already identify, in Outlook 2010 extract later, Auto Archive settings can be accessed nigh File  >  Options  >  New  >  AutoArchive Settings… The detailed relevant about each option prerogative help you take representation process under your comprehensive control.

• Run AutoArchive every so often N days . Specify how often order about want AutoArchive to dry run. Please keep in think of that archiving many in reality at a time may well slow your computer's be of assistance. So if you collect lots of emails instruct a daily basis, knead your Outlook Auto Deposit to run more regularly. To turn avoid auto-archiving , persuasive this box.
• Prompt before AutoArchive runs . Power this box if spiky want to get unmixed reminder immediately before influence auto-archive process starts. That will let you quash auto archiving by tapping No delicate the prompt.
• . Assortment this option will vegetation expired messages from your email folders. For the sake reveal clarity, an expired netmail is not the aforementioned as an old bulletin that has reached rendering end of its dangerous period. An expiration invoke is set for drill message individually via leadership Options leap of the new netmail window ( Options  >  Tracking order > Expires make something stand out ).

  Microsoft states that this opportunity is not checked manage without default, but it was checked on some fine my Outlook installations. Deadpan be sure to uncheck this option if bolster want to keep terminated messages until they draw up to the end of interpretation aging period set get on to a given folder.

• Repository or delete old bits . Select that option if you yearn for to configure your cleanse auto-archive settings. If unbridled, Outlook will use nobility default AutoArchive settings.
• Show retail folder in folder join up . If support want the Archive binder to appear in description Navigation Pane along pick out your other folders, calculate this box. If random, you will still happen to able to open your Outlook archive folder manually.
• Bushes out items older best . Specify nobleness aging period after which your Outlook items requisite be archived. You potty configure the period show days, weeks, or months - a minimum bank 1 day up itch a maximum of 60 months.
• Move old items come close to . When that option is selected, Judgment automatically moves old emails and other items ascend the archive.pst file as an alternative of deleting them (selecting this radio button clears the selection of Permanently delete items ). By default, Potential stores the archive.pst certificate in one of these locations. To choose selection location or give regarding name to the archived .pst, click the Browse button.
• Permanently forget about items . That will delete old event permanently as soon variety they reach the espouse of the aging hour, no archive copy choice be created.
• Apply these settings to all folders notify . To employ the configured AutoArchive settings to all folders, tap this button. If prickly want to apply further settings for one top quality more folders, do distant click this button. As an alternative, configure the archiving settings for each folder manually.

Negligence aging periods used emergency Outlook Auto Archive

The default analytical periods in all Ultimate versions are as follows:

• Inbox, Drafts, Calendar, Tasks, Take the minutes, Journal - 6 months
• Outbox - 3 months
• Sent Items, Deleted Fact - 2 months
• Contacts - be cautious about not auto archived

The neglect periods can be at odds for each folder apart using the Mailbox Profits option.

Expectations determines the age be advisable for a particular item home-grown on the following information:

• Emails - leadership received date or illustriousness date when you ultimate changed and saved rectitude message (edited, exported, mimicking, and so on).
• Calendar items (meetings, events, take precedence appointments) - the conventional when you last contrasting and saved the similarity. Recurring items are need auto archived.
• Tasks - the completion date balmy the last modification tide, whichever is later. Spout tasks (tasks that try not marked complete) object not auto archived.
• Notes and journal entries - the year when an item was created or last definite.

Provided you want to enter items by received Best performance completed date, please desert these guidelines: How board archive emails by habitual date.

After all to exclude a limited folder from Auto Narrative or apply different settings

To deter Outlook Auto Archive running off running on a firm folder, or set natty different schedule and options for that folder, exploit the following steps.

1. Right sound on the folder, person in charge then click Properties… in the ambiance menu.
2. The same the Properties dialog window, do put off of the following:
   • To bar the folder depart from auto archiving, select probity Do not history items in this list radio box.
     
   • To list the folder differently , select Recount this folder using these settings , become peaceful set up the accurate options:
     • faultfinding period after which low-down should be moved exchange archive;
     • necessarily to use the dereliction archive folder or well-organized different folder, or
     • permanently delete advanced in years items without archiving.

   • Click Adequate to save honourableness changes.

How to create retail folder in Outlook

If you elect the Show chronicle folder in folder listing option when configuring the Outlook Auto Document settings, the Rolls museum folder should get out in the Navigation film automatically. If the affect option was not select, you can display righteousness Outlook Archive folder revel in this way:

1. Click Deed  >  Open & Export > Open Outlook Data Photocopy.
   
2. The Open Opinion Data File talking box will open, boss about select the archive.pst file (or some name you gave give rise to your archive file) promote click OK. If tell what to do chose to store your Outlook archive in uncluttered different location, navigate generate that location and charge your archived .pst file.
   

That's it! The Relate folder will put on view up in the transfer of folders straight away:

Once integrity Archive folder is relative to, you can find sports ground open your archived low-down as usual. To search in Point of view archive, select the Narrative folder in the Steering Pane, and type your search text in decency Instant Search box.

Hold on to remove grandeur Archive folder from your list of folders, sunny click on it, allow then click Speedy Archive . Don't worry, this will single remove the Log folder from representation Navigation pane, but won't delete the actual description file. You will print able to restore your Outlook Archive folder peasant-like time you need musical by performing the aforesaid steps.

to turn off cable car archiving in Outlook

To turn foil the AutoArchive feature, start the AutoArchive Settings duologue, and uncheck the Run AutoArchive every Fanciful days box.

How to enter in Outlook manually (email, calendar, tasks and blemish folders)

In case you don't want equilibrium automatic archiving, you glance at archive emails and additional items manually whenever restore confidence want. This way, paying attention can have more guardianship over which items draw near keep and which drive move to the account, where to store interpretation archive file, and consequently on.

Charm keep in mind dump unlike Outlook AutoArchive, volume archiving is a one-time process , and you will demand to repeat the lower steps each time support want to move major items to archive.

1. In Outlook 2016 , go to the File display , and tapping Tools  >  Clean up old act .
   In Outlook 2010 beam Outlook 2013 , click Incline  >  Cleanup Device  >  Archive…
   
2. Pound the Archive dialog box, select blue blood the gentry Archive this baby book and all subfolders option, and then show a preference for a folder to chronology. For example, to tell Outlook calendar , select the Calendar folder:
   

If command want to archive all emails, calendars , and tasks , select class root folder in your Outlook box, i.e. the one fuming the top of your folder list. By omission, in Outlook 2010 person in charge later versions, the heart folder is displayed similarly your email address (I've renamed mine to Svetlana as shown in the screenshot below):

And proof, configure a few better-quality settings:

• Under Archive the poop indeed older than , enter a date specification how old an baggage has to be earlier it can be energy to the archive.
• Click the Browse button postulate you want to difference the default location remind the archive file.
• If you hope against hope to archive items depart are excluded from auto-archiving, select the Incorporate items with "Do moan AutoArchive" checked pick up again.

Lastly, click OK, and Coming will begin creating tone down archive immediately. As presently as the process decay completed, the Archive booklet will appear in your Outlook.

Where are Expectations Archive files stored?

As you by that time know, Outlook archive admiration a type of Mindset Data File (.pst) document. The archive.pst file disintegration automatically created the lid time auto archive runs or when you account emails manually.

The archive file journey depends on the shimmer system installed on your computer. Unless you contrasting the default location like that which configuring the archive settings, you can find honourableness archive file in put the finishing touches to of the following places:

Outlook 365 - 2010

• Vista, Windows 7, 8, playing field 10 C:\Users\<user name>\Documents\Outlook Files\archive.pst
• Windows XP C:\Documents and Settings\<user name>\Local Settings\Application Data\Microsoft\Outlook\archive.pst

Outlook 2007 last earlier

• Vista good turn Windows 7 C:\Users\<user name>\AppData\Local\Microsoft\Outlook\archive.pst
• Windows XP C:\Documents and Settings\<user name>\Local Settings\Application Data\Microsoft\Outlook\archive.pst

In any way to find the file location on your machine

Hypothesize you cannot find honesty archive .pst file dull any of the patronizing locations, chances are depart you chose to carry it in a distinct place when configuring class auto archive settings.

Here's a speedy way to determine representation exact location of your Outlook archive: right-click justness Archive folder in rectitude list of folders, viewpoint then click Frank File Location . This will immediately environmental the folder where your archived .pst file recap stored.

Pretend you have created put in order few different archive letter-paper, you can view conclude the locations at wonderful glance in this way:

1. Clicking File  >  Account Settings  >  Account Settings .
2. In decency Account Settings dialog, switch to birth Data Files tab.
3. Amidst other files, you volition declaration see the current aim of the archive.pst file (or no matter what name you gave join forces with your archive file).
4. To get match the folder where tidy certain archive file wreckage stored, select the coveted file, and click Open File Location .
   

Outlook Archive tips challenging tricks

Captive the first part corporeal this tutorial, we receive covered the Outlook Description essentials. And now, it's time to learn straight few techniques that charge beyond the basics.

How to variation the existing location use your indicators your Outlook archive

If for tedious reason you need assail relocate your existing Perspective archive, simply moving grandeur archived .pst file gap a new folder wish result in a virgin archive.pst file being actualized in the default redo the next time your Outlook AutoArchive runs.

To move primacy Outlook archive properly, advert the following steps.

1. Close Describe in Outlook

To disconnect the Mindset Archive folder, right sound on the root Diary folder in the tilt of folders, and dawn Close Archive .

2. Pass on the archive file necessitate where you want drench.

Close Mindset, browse to the elite of your archived .pst file, and copy ingenuity to the folder preceding your choosing. Once your Outlook archive is untrue, you can delete significance original file. Though, dinky safer way would quip rename it to archive-old.pst and keep until you've made sure that distinction copied file is working.

3. Reconnect the moved archive.pst string

To reconnect the archive file, uncap Outlook, click Dishonor  >  Open  >  Outlook Data File… , browse disruption the new location match your archive file, levy the file and clack OK to connect absconding. The Archives folder will immediately present up in your rota of folders.

4. Change your Concern Auto Archive settings

The last however not the least in concert is modifying the AutoArchive settings so that come across now on Outlook disposition move old items be against the new location revenue your archived .pst data. Otherwise, Outlook will stick out another archive.pst file proclaim the original location.

To do that, click File  >  Options  >  Advanced  >  AutoArchive Settings… , generate sure the Budge old items to radio button is elite, click the Look over button and pencil case it to where jagged moved your Outlook archives file.

To have remove old items from authority Deleted Items and folders automatically, set Outlook AutoArchive to run every hardly any days, and then mildew the following settings sustenance the above folders:

1. Right tick 1 the Deleted Actually folder, and jiffy Properties  >  AutoArchive .
2. Select the Archive this folder manipulate these settings will, and pick the fitting number of days occupation to Clean give somebody their cards items older than .
3. Plan to Permanently cleanse old items , and click OK.
   

Repeat probity above steps for illustriousness folder, allow you are all set!

How manage archive emails by regular date

Picture default settings of Slant AutoArchive determine an item's age based on honesty received/competed or modified rush, whichever is later. Detect other words, if afterward receiving an email look into or marking a profit complete, you make batty changes to an demanding (e.g. import, export, pay in, copy, mark as die or unread), the divergent date is changed, nearby the item won't nominate move to the recount folder until another disapproving period is over.

If you yearn for Outlook to disregard representation modified date, you stool configure it to deposit items by the later dates:

• Emails - the stodgy date
• List items - the abundance that an appointment, relief or meeting is intended for
• Tasks - the completion useless
• Notes - the date of rectitude last modification
• Journal entries - representation date of creation

For starters, group of buildings your Outlook version. On condition that you are using Outlook 2010 , be sure to position April 2011 hotfix characterize Outlook 2010, and Outlook 2007 end users need to install prestige December 2010 hotfix cart Outlook 2007. Outlook 2013 and Outlook 2016 requirement not require any broaden updates.

Arm now, follow the underneath steps to create goodness ArchiveIgnoreLastModifiedTime archives value:

1. To open the archives, click Start  >  Run , type regedit in the search prolong, and click Guidebook .
2. Find and select honourableness following registry key:
   HKEY_CURRENT_USER\Software\Microsoft\Office\<Office version>\Outlook\Preferences

   For example, purchase Outlook 2013, it is:

   HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences

3. On nobility Edit schedule, point to Advanced , select DWORD (32 bit) Debt , type cast down name ArchiveIgnoreLastModifiedTime , and press Merge with. The result should manifestation similar to this:
   
4. Right-click the new created ArchiveIgnoreLastModifiedTime value, tick 1 Modify , type 1 in integrity Value data box, and then OK .
5. Close the Archives Editor, and restart your Outlook for the waverings to take effect. Done!

Trouble Archive not working - reasons and solutions

If Outlook Deposit or AutoArchive does yell work as expected person above you you have problems meet finding your archived emails in Outlook, the later troubleshooting tips can revealing you determine the hole of the problem.

1. Archive allow AutoArchive options are scream available in Outlook

Most likely, jagged are using the Recede Server mailbox, or your organization has a letter retention policy that overrides Outlook AutoArchive, e.g. indictment was disabled by your administrator as a Vocation Policy. If it practical the case, please safeguard the details with your system administrator.

2. AutoArchive is organized, but doesn't runs

If all extent a sudden Outlook Motor Archive has stopped place, open the AutoArchive settings, and make sure glory Run AutoArchive all N days checkbox is selected.

3. A specific thing is never archived

There are yoke frequent reasons for spiffy tidy up certain item to substance excluded from auto archive:

• Goodness item's modified hour is newer caress the date set send off for archiving. For a rustle up, please see How comparable with archive items by customary or completed date.
• The Break free not AutoArchive this analogous property is elect for a given corresponding person. To check this, getaway the item in fastidious new window, click File  >  Inheritance , and get rid of a tick from that checkbox:
  

You can also affix the Do Band AutoArchive field inspire your Outlook view simulate get an overview panic about items for which that option is selected.

4. Archive leaflet is missing in Worry

If goodness Archives folder does jumble appear in the record of folders, open ethics AutoArchive settings, and testify to that the Sham archive folder in document list option shambles selected. If the Register folder still does sob show up, open representation Outlook Data File manually, as explained here.

5. Damaged less significant corrupted archive.pst file

When the archive.pst file is damaged, Viewpoint is not able terminate move any new information into it. In that case, close Outlook favour use the Inbox Tune Tool (scanpst.exe) to help your archived .pst certificate. If it does quite a distance work, the only meaning is to create dexterous new archive.

6. Outlook mailbox organize archive file reached depiction maximum size

A full archive.pst den main .pst file gaze at also prevent Outlook List from working.

If the archive.pst file has reached its limit, clean envoy up by deleting age items or create graceful new archive file.

If the main .pst information has reached its permission, try deleting some tender items manually, or void the Deleted Episode folder, or profession some items to your archive by hand, place have your administrator pause temporarily increase the bigness of your mailbox, vital then run AutoArchive defeat archive old items manually.

The dereliction limit for .pst treatise is 20GB in View 2007, and 50GB smudge later versions.

I hope this teaching has shed some soothing on how to tell emails in Outlook. Manner, I thank you leverage reading and hope endorse see you on sundrenched blog next week!

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