Learn How to Archive Outlook Emails Automatically or Manually No Matter What Edition You Use

Learn How to Archive Outlook Emails Automatically or Manually No Matter What Edition You Use
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What is Archiving?

Whether your email messages are stored in your Outlook mailbox or on the server, archiving them allows you to free up that space by moving emails past a specified age to your archive location. This enables you to retrieve the messages later if you need to without having to store them physically in your Outlook folders. If you prefer, you can choose to delete items past a certain date instead.

There are two ways to archive Outlook emails. You can do it manually, allowing you to do so only as needed, or you can set up automatic archiving. How you do so depends on the version of Outlook you are using.

Archive Outlook Emails in 2003

To manually archive items in Outlook 2003, start Outlook. Go to the File menu and select Archive.

Choose which folders you want to archive. Enter a date in the Archive Folder Items Older Than box. Click OK.

To set up automatic archiving in Outlook 2003, start Outlook and go to the Tools menu. Select Options and go to the Other tab of the Options dialog box. Click the Auto Archive button.

Auto Archive in Outlook 2003

Specify how frequently you want Auto Archive to run and choose any other settings you want to apply. Click the Apply These Settings to All Folders Now if you want to perform a manual archive now and then click OK.

Archive Outlook Emails in 2007

To manually archive items in Outlook 2007, start Outlook. Go to the File menu and select Archive. Choose which folders you want to archive. Enter a date in the Archive Folder Items Older Than box. Click OK.

Archive in Outlook 2007

To set up automatic archiving in Outlook 2007, start Outlook and go to the Tools menu. Select Options and go to the Other tab of the Options dialog box. Click the Auto Archive button. Specify how frequently you want Auto Archive to run and choose any other settings you want to apply. Click the Apply These Settings to All Folders Now if you want to perform a manual archive now and then click OK.

Auto Archive in Outlook 2007

Archive Outlook Emails in 2010

To manually archive items in Outlook 2010, start Outlook. Go to the File tab and click on Cleanup Tools next to Mailbox Cleanup. Select Archive from the drop down. Choose which folders you want to archive. Enter a date in the Archive Folder Items Older Than box. Click OK.

Archive in Outlook 2010

To set up automatic archiving in Outlook 2010, start Outlook and go to the File tab. Click on Cleanup Tools next to Mailbox Cleanup. Select Mailbox Cleanup from the drop down list. Click the Auto Archive button. Specify how frequently you want Auto Archive to run and choose any other settings you want to apply. Click the Apply These Settings to All Folders Now if you want to perform a manual archive now and then click OK.

More Outlook Articles

If you found this article about How To Archive Outlook Emails useful you may also be interested in learning about Managing Folders in Microsoft Outlook.

References

Sources:

Microsoft Office Online: AutoArchive settings explained

Author’s own experience

Images:

Screenshots provided by the writer