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The tutorial explains how to archive emails in Outlook 2013, Outlook 2016 and other versions. You will learn how to configure each folder with its own auto archive settings or apply the same settings to all folders, how to archive in Outlook manually, and how to create archive folder if it doesn't appear automatically.If your mailbox has grown too big in size, it stands to reason to archive old emails, tasks, notes and other items to keep your Outlook fast and clean. That's where the Outlook Archive feature comes in. It is available in all versions of Outlook 2016, Outlook 2013, Outlook 2010, Outlook 2007 and earlier. And this tutorial will teach you how to archive emails and other items in different versions automatically or manually.What is archive in Outlook?Outlook Archive (and AutoArchive) moves older email, task and calendar items to an archive folder, which is stored in another location on your hard drive.
Technically, archiving transfers older items from the main.pst file into a separate archive.pst file that you can open from Outlook any time you need it. This way, it helps you reduce the size of your mailbox and get some free space back on your C: drive (if you choose to store the archive file somewhere else).Depending on how you configure it, Outlook Archive can perform one of the following tasks:.
Move emails and other items from their current folders to an archive folder. Permanently delete old emails and other items as soon as they have passed the specified aging period.5 facts you should know about Outlook ArchiveTo avoid confusion and to prevent questions like 'Why doesn't my Outlook Auto Archive work?' And 'Where are my archived emails in Outlook?' Please remember the following simple facts.
For most account types, Microsoft Outlook keeps all emails, contacts, appointments, tasks and notes in a.pst file called the Outlook Data File. PST is the only file type that can be archived. As soon as an old item is moved from the main.pst file into an archive.pst file, it is displayed in the, and is no longer available in the original folder. Archiving is not the same as exporting.
Exporting copies the original items to the export file, but does not remove them from the current folder, nor from the main.pst file. An archive file is not the same as. If you want to back up your archived items, you will have to make a copy of your archive.pst file and store it in a safe location, e.g.
Dropbox or One Drive. Contacts are never auto-archived in any Outlook version. However, you can archive the Contacts folder. If you have an Outlook Exchange account with an online archive mailbox, archiving in Outlook is disabled.How to archive emails in Outlook automaticallyThe Outlook Auto Archive feature can be configured to move old emails and other items to a designated archive folder automatically at a regular interval, or to delete old items without archiving. The detailed steps for different Outlook versions follow below. How to auto archive Outlook 2010, Outlook 2013 and Outlook 2016Since Outlook 2010, Auto Archive is not enabled by default, though Microsoft Outlook will periodically remind you to do so:To start archiving immediately, click Yes. You can use this method to automatically delete old emails from the Deleted Items and Junk E-mail folders.
The detailed steps are. How to create archive folder in OutlookIf you selected the Show archive folder in folder list option when configuring the, the Archives folder should appear in the Navigation pane automatically. If the above option was not selected, you can display the Outlook Archive folder in this way:.
Click File Open & Export Open Outlook Data File. The Open Outlook Data File dialog box will open, you select the archive.pst file (or whatever name you gave to your archive file) and click OK. If you chose to store your Outlook archive in a different location, navigate to that location and select your archived.pst file.That's it! The Archive folder will show up in the list of folders straight away:Once the Archive folder is there, you can find and open your archived items as usual.
To search in Outlook archive, select the Archive folder in the Navigation Pane, and type your search text in the Instant Search box.To remove the Archive folder from your list of folders, right click on it, and then click Close Archive. Don't worry, this will only remove the Archives folder from the Navigation pane, but won't delete the actual archive file. You will be able to restore your Outlook Archive folder any time you need it by performing the above steps. How to turn off auto archiving in OutlookTo turn off the AutoArchive feature, open the dialog, and uncheck the Run AutoArchive every N days box.
How to archive in Outlook manually (email, calendar, tasks and other folders)If you don't want any automatic archiving, you can archive emails and other items manually whenever you want. This way, you can have more control over which items to keep and which to move to the archive, where to store the archive file, and so on.Please keep in mind that unlike, manual archiving is a one-time process, and you will need to repeat the below steps each time you want to move older items to archive.
In Outlook 2016, go to the File tab, and click Tools Clean up old items.In Outlook 2010 and Outlook 2013, click File Cleanup Tool Archive. In the Archive dialog box, select the Archive this folder and all subfolders option, and then select a folder to archive. For example, to archive Outlook calendar, select the Calendar folder:If you want to archive all emails, calendars, and tasks, select the root folder in your Outlook mailbox, i.e. The one at the top of your folder list. Tips and notes:.
To archive a few folders using different settings, e.g. Keep items in your Sent Items folder longer than in Drafts, repeat the above steps for each folder individually, and save all folders to the same archive.pst file. If you choose to create a few different archive files, each file will add its own Archives folder to your list of folders. The Outlook Archive maintains the existing folder structure.
For example, if you choose to archive just one folder, and that folder has a parent folder, an empty parent folder will be created in the archive.Where are Outlook Archive files stored?As you already know, Outlook archive is a type of Outlook Data File (.pst) file. The archive.pst file is automatically created the first time auto archive runs or when you archive emails manually.The archive file location depends on the operating system installed on your computer. Unless you changed the default location when configuring the archive settings, you can find the archive file in one of the following places: Outlook 2010, Outlook 2013, and Outlook 2016.
Vista, Windows 7, 8, and 10 C:UsersDocumentsOutlook Filesarchive.pst. Windows XP C:Documents and SettingsLocal SettingsApplication DataMicrosoftOutlookarchive.pstOutlook 2007 and earlier. Vista and Windows 7 C:UsersAppDataLocalMicrosoftOutlookarchive.pst.
Windows XP C:Documents and SettingsLocal SettingsApplication DataMicrosoftOutlookarchive.pst. Application Data and AppData are hidden folders. To display them, go to Control Panel Folder Options, switch to the View tab, and select Show hidden files, folders, or drives under Hidden files and folders. How to find the archive file location on your machineIf you cannot find the archive.pst file in any of the above locations, chances are that you chose to store it in a different place when configuring the.Here's a quick way to determine the exact location of your Outlook archive: right-click the Archive folder in the list of folders, and then click Open File Location. If the Archives folder does not appear in your list of folders, you can via File Account Settings Account Settings Data Files tab, select the archived.pst file, and click the Remove button. This will only disconnect the archive from your Outlook, but won't delete the archived.pst file.
Move the archive file to where you want it.Close Outlook, browse to the location of your archived.pst file, and copy it to the folder of your choosing. Once your Outlook archive is copied, you can delete the original file. Though, a safer way would be rename it to archive-old.pst and keep until you've made sure that the copied file is working. Reconnect the moved archive.pst fileTo reconnect the archive file, open Outlook, click File Open Outlook Data File, browse to the new location of your archive file, select the file and click OK to connect it. The Archives folder will immediately show up in your list of folders. Change your Outlook Auto Archive settingsThe last but not the least step is modifying the AutoArchive settings so that from now on Outlook will move old items to the new location of your archived.pst file.
Otherwise, Outlook will create another archive.pst file in the original location.To do this, click File Options Advanced AutoArchive Settings, make sure the Move old items to radio button is selected, click the Browse button and point it to where you moved your Outlook archive file. How to empty Deleted Items and Junk E-mail folders automaticallyTo have delete old items from the Deleted Items and Junk E-mail folders automatically, set to run every few days, and then configure the following settings for the above folders:. Right click the Deleted Items folder, and click Properties AutoArchive. Select the Archive this folder using these settings option, and pick the desired number of days next to Clean out items older than. Choose to Permanently delete old items, and click OK.Repeat the above steps for the Junk E-mails folder, and you are all set!
Older items will be deleted from the Junk and Deleted items folders on the next AutoArchive run. For example, if you configured AutoArchive to run every 14 days, the folders will be cleaned out every 2 weeks. If you want to delete junk emails more often, set a smaller period for your Outlook Auto Archive. How to archive emails by received dateThe default settings of Outlook AutoArchive determine an item's age based on the received/competed or modified date, whichever is later.
In other words, if after receiving an email message or marking a task complete, you make any changes to an item (e.g. Import, export, edit, copy, mark as read or unread), the modified date is changed, and the item won't be move to the archive folder until another aging period is over.If you want Outlook to disregard the modified date, you can configure it to archive items by the following dates:. Emails - the received date. Calendar items - the date that an appointment, event or meeting is scheduled for. Tasks - the completion date. Notes - the date of the last modification.
Journal entries - the date of creation. The solution requires making changes to the registry, so we recommend using it very carefully because serious problems may occur if you modify the registry incorrectly. As an extra precaution, be sure to back up the registry before modifying it. If you work in a corporate environment, you'd better have your admin do this for you, to be on the safe side.For starters, check your Outlook version. If you are using Outlook 2010, be sure to install for Outlook 2010, and Outlook 2007 users need to install the.
Outlook 2013 and Outlook 2016 do not require any additional updates.And now, follow the below steps to create the ArchiveIgnoreLastModifiedTime registry value:. To open the registry, click Start Run, type regedit in the search box, and click OK. Find and select the following registry key:HKEYCURRENTUSERSoftwareMicrosoftOfficeOutlookPreferencesFor example, in Outlook 2013, it is:HKEYCURRENTUSERSoftwareMicrosoftOffice15.0OutlookPreferences.
On the Edit menu, point to New, select DWORD (32 bit) Value, type its name ArchiveIgnoreLastModifiedTime, and press Enter. The result should look similar to this:. Right-click the newly created ArchiveIgnoreLastModifiedTime value, click Modify, type 1 in the Value data box, and then OK. Close the Registry Editor, and restart your Outlook for the changes to take effect. Done!Outlook Archive not working - reasons and solutionsIf Outlook Archive or AutoArchive does not work as expected or you have problems with finding your archived emails in Outlook, the following troubleshooting tips can help you determine the source of the problem. Archive and AutoArchive options are not available in OutlookMost likely, you are using the Exchange Server mailbox, or your organization has a mail retention policy that overrides Outlook AutoArchive, e.g. It was disabled by your administrator as a Group Policy.
If it is the case, please check the details with your system administrator. AutoArchive is configured, but doesn't runsIf all of a sudden Outlook Auto Archive has stopped working, open the, and make sure the Run AutoArchive every N days checkbox is selected. A specific item is never archivedThere are two frequent reasons for a certain item to be excluded from auto archive:. The item's modified date is newer than the date set for archiving.
For a solution, please see. The Do not AutoArchive this item property is selected for a given item. To check this, open the item in a new window, click File Properties, and remove a tick from this checkbox:You can also add the Do Not AutoArchive field to your Outlook view to get an overview of items for which this option is selected. Archive folder is missing in OutlookIf the Archives folder does not appear in the list of folders, open the, and verify that the Show archive folder in folder list option is selected. If the Archive folder still does not show up, open the Outlook Data File manually, as explained. Damaged or corrupted archive.pst fileWhen the archive.pst file is damaged, Outlook is not able to move any new items into it. In this case, close Outlook and use the (scanpst.exe) to repair your archived.pst file.
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If it does not work, the only solution is to create a new archive. I'm a big fan of the archive button in Outlook 2016, but I only want to use it for clearing out read messages from my inbox.The problem is I have mine set up in conversation view, and when I send a response to an email I receive, I tend to click the archive button for the whole conversation. Then I notice I only have the original sent message - the first message starting the conversation - in my sent folder. Subsequent sent messages in a conversation get archived and are disconcerting to not see in the sent folder. Ehu girl download. The sent folder also doesn't show conversations, so it makes it look like it was never sent because it's in a completely different folder (archives).Is there a way to prevent even a manual archive from removing items from the sent folder??