> ## Content Index > Fetch the complete content index at: https://dailyhassle.com/llms.txt > Use this file to discover other available public pages before exploring further. # How to archive emails in Microsoft Outlook to organize your inbox - URL: https://dailyhassle.com/archive-emails-microsoft-outlook/ - Published: 2026-10-23T07:00:00.000Z - Updated: 2026-10-23T07:00:00.000Z - Author: Daniel Mount - Tags: Microsoft 365, Microsoft Outlook [Archiving emails in Microsoft](https://dailyhassle.com/microsoft-office-work-smarter/) Outlook moves older or less active messages out of your inbox into a separate folder or file, helping you reduce clutter and keep your inbox organized. You can archive emails manually whenever you want or set up automatic archiving to run on a schedule. This process keeps your important emails accessible while freeing up space for current messages. ## What you need before archiving emails in Outlook - A supported Outlook version such as Outlook 2016, 2019, or Outlook for Microsoft 365. - Understanding your email account type: Exchange, IMAP, or POP. - Basic familiarity with Outlook folders, including your inbox and archive folder. - Enough disk space if you plan to store archives locally in a .pst file. For Exchange accounts, archiving may move emails to an online archive folder if your organization provides one. For POP or IMAP accounts, archiving usually saves emails in a local .pst file on your computer. ## How to manually archive emails step-by-step You can archive emails manually to move selected messages out of your inbox: 1. Open Outlook and navigate to your inbox or the folder containing the emails. 2. Select the emails you want to archive. Hold Ctrl to select multiple. 3. Click the Archive button in the toolbar. If it’s not visible, right-click the selection and choose Archive. 4. The emails will move to the Archive folder, which Outlook creates automatically if it doesn’t exist. Alternatively, you can use the AutoArchive feature manually: 1. Go to the File tab, then select Tools > Clean Up Old Items. 2. Choose to archive this folder and all subfolders, select the folder, and set the date to archive items older than. 3. Pick a location to save your archive file (.pst), then click OK. This moves older emails to a separate archive file stored locally, freeing space in your mailbox. Archiving moves emails out of your inbox but does not delete them; they remain accessible in the Archive folder or archive file. ![User selecting multiple emails in Microsoft Outlook inbox on computer screen to archive.](https://tse1.mm.bing.net/th?q=selecting%20emails%20in%20Microsoft%20Outlook%20inbox%20to%20archive%20photo&w=624&h=352&c=7) ## Where do archived emails go and how can you find them? When you archive emails using the Archive button, they move to an Archive folder within your mailbox. This folder appears in your folder list and stays on the mail server if you use Exchange or Microsoft 365. When using AutoArchive, emails are stored in a separate Outlook Data File (.pst) on your computer, usually in Documents\\Outlook Files unless you choose another location. To access archived emails: - For the Archive folder in your mailbox, just select it from the folder list. - For .pst archive files, go to File > Open & Export > Open Outlook Data File and browse to the archive file location. The archive then appears in your folder pane. You can search archived emails by selecting the archive folder or data file before using Outlook’s search bar. Archived emails are not deleted and remain searchable as long as the archive folder or file is open in Outlook. ![Computer screen showing Microsoft Outlook archive folder containing archived emails.](https://tse1.mm.bing.net/th?q=Microsoft%20Outlook%20archive%20folder%20with%20emails%20on%20screen%20photo&w=624&h=352&c=7) ## Differences between archiving and deleting emails Archiving moves emails out of your inbox into a separate folder or file to keep them accessible and organized. Deleting emails removes them permanently (or moves them to the Deleted Items folder) and frees up mailbox storage but makes them harder to retrieve. Archiving is for preserving emails you might need later without cluttering your inbox. Deleting is for removing emails you no longer need. Remember, archived emails stay searchable and recoverable, while deleted emails may be permanently lost after emptying Deleted Items or retention periods. ## Tips to manage archive settings for optimal email storage - Review and adjust AutoArchive settings to control how often archiving runs and which folders it applies to. You can find these settings under File > Options > Advanced > AutoArchive Settings. - Choose a convenient location for your archive .pst files, especially if you use multiple devices or need backups. - Regularly check the size of your archive files to avoid exceeding disk space limits. - Use folder organization within your archive to keep emails easy to find. - If your account uses an online archive (common with Exchange), understand your organization’s retention policies, as some archives may have limits or automatic cleanup. Adjusting these settings helps you maintain a manageable mailbox size and keeps your archived emails organized and accessible. ## Conclusion Archiving emails in Outlook is an effective way to clear your inbox without losing access to important messages. Whether you archive manually or set up automatic archiving, knowing where your archived emails are stored and how to retrieve them will help you keep your mailbox organized. By managing your archive settings, you can optimize storage and maintain easy access to your email history. ## Frequently Asked Questions ### Can I archive emails without deleting them? Yes. Archiving moves emails out of your inbox but keeps them safely stored in an archive folder or file. They are not deleted and can be accessed anytime. ### Does archiving reduce mailbox size? Yes. Archiving moves emails to a separate location, which frees up space in your main mailbox, especially when using AutoArchive with a local .pst file. ### Can I search archived emails the same way as inbox emails? Yes. As long as the archive folder or data file is open in Outlook, you can search archived emails using the search bar just like your inbox messages. ### Is AutoArchive available for all Outlook account types? AutoArchive works with most Outlook account types, but its behavior varies. Exchange accounts often use online archives, while POP or IMAP accounts store archives locally in .pst files.