The Outlook mailbox has a certain size, and new e-mail messages are unlikely to stop coming. To prevent it from overfilling, you can transfer older items to the archive – a separate Outlook data file (.pst) that you can open in Outlook if needed. How to create an archive folder in Outlook 2013?
There are several ways to archive messages in Outlook. The methods you can use depend on the type of email account you have set up in Outlook.
All accounts have access to the Archive folder. For accounts in Office 365, Outlook.com, and Exchange, the Archive folder is one of the default Outlook folders, as do the Inbox, Sent Items, and Deleted Items folders. This folder cannot be deleted. If you use Outlook with an Exchange or Exchange Online account, folder policies, such as retention policies, apply to the Archive folder.
For POP and IMAP accounts, you can create an Archive folder or designate an existing folder that will be used as the Archive folder. You cannot change the location of the Archive folder for accounts in Office 365 and Exchange services.
Using the Archive button to move the message to the Archive folder does not reduce the size of the mailbox. If you need to reduce the size of your mailbox, you can use an online archive in Office 365 for enterprise or archive items manually.
By default, Outlook archives items at regular intervals using the AutoArchive feature. For more information, see Automatically archiving older items.
If necessary, you can also archive items manually. This way you can control which items are archived, where to store them and how old they must be to be archived.
How to archive email in Outlook 2013?
We will show you how to archive e-mail in Outlook 2013 and make it easily accessible in the program. Your email is stored in a .pst file. To archive the email, we will move the email to the .pst archive.
NOTE: After archiving an email in another .pst file, the entire email selected for archiving is moved to the archive file and is no longer available in the main .pst file.
- To start archiving emails, click the “File” tab on the ribbon.
- On the Account Information screen, click the “Cleaning Tool” button next to “Cleaning your mailbox.”
- Select “Archive …” from the drop-down menu.
- The Archive dialog will be displayed. Select “Archive this folder and all subfolders” and select the folder to archive. If you want to archive all emails, select the node with your email address at the top.
- Click the “Archive items older than” list to select the most recent date of items being archived. The calendar will appear. Select the date of the current month by clicking the date or scroll to another month to select the date. All items older than the selected date will be archived.
- If you want to archive items for which you have not set up automatic archiving using the auto-archive function, select the “Include items with the” auto-archive “option selected.
NOTE: Autoarchiving in Outlook 2013 works the same as in Outlook 2010.