How to Archive in Outlook 365?

To archive emails in Outlook 365, you can either manually archive items or set up auto-archiving. Here's how to do both:

Manual Archiving

Manual archiving allows you to select specific emails or folders to archive at a particular time.

1. In Outlook: Click File > Info > Tools > Clean up old items.
2. Click the Archive this folder and all subfolders option, and choose the folder you want to archive.
3. Under Archive items older than, enter a date. This means all items older than this date in the selected folder will be archived.
4. In the Archive file box, click Browse to select a location and name for your archive .pst file. If you don't choose a location, it will be saved in a default location (usually in your Documents\Outlook Files folder).
5. Click OK to start the archiving process.

Auto-Archiving

Auto-archiving allows Outlook to automatically archive items at set intervals.

1. Go to File > Options > Advanced.
2. Under AutoArchive, click AutoArchive Settings…
3. In the AutoArchive dialog box, configure the following settings:
   • Run AutoArchive every _ days: Choose how often AutoArchive runs.
   • Prompt before AutoArchive runs: Check this box to receive a notification before the AutoArchive process starts.
   • Delete expired items (e-mail folders only): This option is not recommended for email archiving. It's designed more for calendar items.
   • Archive or delete old items: This must be selected to activate the other options.
   • Show archive folder in folder list: Displays the archive folder in your Outlook navigation pane for easy access.
   • Clean out items older than: Choose the age of the items you want to archive (e.g., 6 months, 1 year).
   • Move old items to: Specify the location for your archive .pst file. You can browse to a specific folder or create a new one.
   • Permanently delete items: This option bypasses the archive and deletes items directly. Use with caution!
4. Click OK to save your AutoArchive settings.

Important Considerations:

• .pst files: Archived items are stored in .pst files. Make sure you back up these files regularly to prevent data loss.
• Retention Policies: Your organization might have retention policies that affect how long items are stored and whether they can be archived. Contact your IT administrator for more information.
• Online Archive: If your organization uses Exchange Online Archiving, you might have access to an online archive mailbox. In this case, items are automatically moved to your online archive based on organizational policies. Check with your IT administrator if you think you should have access to this feature.

By using either manual or auto-archiving, you can keep your Outlook 365 inbox organized and manage your email storage efficiently.