What does archive mean in outlook

Last Updated: Mar 5, 2024 by

If you use Microsoft Outlook for your email, you may have come across the term “archive” before. But what exactly does it mean in the context of Outlook? In this article, we’ll explore the concept of archiving in Outlook and how it can help you manage your emails more efficiently.

Understanding the Outlook Online Archive

What is an Archive Folder in Outlook?

An archive folder in Outlook is a separate folder where you can store older emails that you no longer need to access frequently. This folder is typically used to declutter your inbox and keep important emails organized and easily accessible.

How Does the Outlook Online Archive Work?

The Outlook online archive works by moving emails from your main inbox to a separate archive folder. This process helps to free up space in your inbox and keep it more organized. The archived emails are still accessible, but they are stored in a different location, making it easier to find and manage important emails.

Why Use the Outlook Online Archive?

Keep Your Inbox Organized

One of the main reasons to use the Outlook online archive is to keep your inbox organized. As your inbox fills up with new emails, it can become overwhelming and difficult to find important messages. By archiving older emails, you can declutter your inbox and make it easier to find the emails you need.

Free Up Space in Your Inbox

Another benefit of using the Outlook online archive is that it helps to free up space in your inbox. This is especially useful if you have a limited amount of storage space for your emails. By moving older emails to the archive folder, you can ensure that your inbox doesn’t become too full and that you have enough space for new emails.

Access Important Emails Easily

Just because you’ve archived an email doesn’t mean it’s gone forever. In fact, archived emails are still accessible and can be easily retrieved when needed. This is especially useful for important emails that you may need to refer back to in the future.

How to Create an Archive Folder in Outlook 2013

If you’re using Outlook 2013, here’s how you can create an archive folder to start organizing your emails:

  1. Open Outlook and click on the “File” tab in the top left corner.
  2. In the menu that appears, click on “Options.”
  3. In the Outlook Options window, click on “Advanced” in the left-hand menu.
  4. Scroll down to the “AutoArchive” section and click on “AutoArchive Settings.”
  5. In the AutoArchive window, check the box next to “Run AutoArchive every” and choose a time interval from the drop-down menu.
  6. Check the box next to “Move old items to” and click on the “Browse” button.
  7. In the “Select Folder” window, choose the location where you want to create your archive folder and click “OK.”
  8. Click “OK” in the AutoArchive window to save your changes.

Tips for Managing Your Outlook Online Archive

Set a Regular AutoArchive Schedule

To ensure that your archive folder stays organized, it’s important to set a regular AutoArchive schedule. This will automatically move older emails to the archive folder, keeping your inbox clutter-free and making it easier to find important emails.

Use Folders to Organize Your Archive

Just like you can create folders in your main inbox, you can also create folders within your archive folder to further organize your emails. This can be especially useful if you have a large number of archived emails and want to keep them organized by category or date.

Don’t Archive Emails You May Need to Refer Back To

While archiving can be a great way to declutter your inbox, it’s important to be selective about which emails you choose to archive. Make sure to keep important emails that you may need to refer back to in the future, such as receipts, contracts, or important correspondence.

How to Access Your Outlook Online Archive

Accessing Your Archive Folder in Outlook 2013

To access your archive folder in Outlook 2013, follow these steps:

  1. In the left-hand menu, click on the arrow next to “Archive” to expand the folder.
  2. Click on the folder you want to access within the archive folder.

Accessing Your Archive Folder in Outlook Online

To access your archive folder in Outlook Online, follow these steps:

  1. In the left-hand menu, click on “More” to expand the menu.
  2. Click on “Archive” to access your archive folder.

How to Search Your Outlook Online Archive

Using the Search Bar in Outlook 2013

To search for emails in your archive folder in Outlook 2013, follow these steps:

  1. In the search bar at the top of the screen, type in the keyword or phrase you want to search for.
  2. Click on the “Search” button or press “Enter” on your keyboard.
  3. Outlook will display all emails that match your search criteria, including those in your archive folder.

Using the Search Bar in Outlook Online

To search for emails in your archive folder in Outlook Online, follow these steps:

  1. In the search bar at the top of the screen, type in the keyword or phrase you want to search for.
  2. Click on the “Search” button or press “Enter” on your keyboard.
  3. Outlook will display all emails that match your search criteria, including those in your archive folder.

How to Manage Your Outlook Online Archive

Moving Emails Back to Your Inbox

If you need to access an email that you’ve archived, you can easily move it back to your inbox by following these steps:

  1. In your archive folder, select the email you want to move back to your inbox.
  2. Click on the “Move” button in the top menu.
  3. In the drop-down menu, select “Inbox.”

Deleting Emails from Your Archive Folder

If you no longer need an email in your archive folder, you can delete it by following these steps:

  1. In your archive folder, select the email you want to delete.
  2. Click on the “Delete” button in the top menu.
  3. In the pop-up window, click “Yes” to confirm the deletion.

Conclusion

In conclusion, archiving in Outlook is a useful tool for managing your emails and keeping your inbox organized. By creating an archive folder and setting a regular AutoArchive schedule, you can free up space in your inbox and easily access important emails when needed. With these tips and tricks, you can make the most out of your Outlook online archive and improve your email management.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.