How to archive in Outlook automatically or manually

This comprehensive guide explains how to effectively manage your Outlook email storage by archiving emails, tasks, and other items across various Outlook versions (365, 2021, 2019, 2016, 2013, and earlier). Learn to configure automatic archiving, perform manual archiving, and troubleshoot common issues.

Maintaining a streamlined Outlook inbox is crucial for efficiency. Archiving older items reduces mailbox size and improves performance. This tutorial covers both automated and manual archiving methods.

- Understanding Outlook Archiving

• Automating Email Archiving
• Manual Archiving (Individual or All Folders)
• Locating Archived Files
• Advanced Archiving Techniques
  • Relocating Archived Files
  • Auto-Deleting from Deleted Items and Junk
  • Archiving by Received Date
• Troubleshooting Archiving Problems

What is Outlook Archiving?

Outlook archiving (and AutoArchive) transfers older emails, tasks, and calendar entries to a separate archive folder on your hard drive. This process moves items from your primary .pst file to a dedicated archive.pst file, accessible within Outlook. This frees up space on your C:\ drive (unless you specify a different location).

Archiving offers two key functions:

• Moving items: Transfers items to the archive folder.
• Permanent deletion: Deletes items after a specified time.

Key Facts About Outlook Archiving

To avoid common archiving questions, remember these points:

1. Outlook primarily uses .pst files (Outlook Data Files) to store emails, contacts, appointments, tasks, and notes. Only .pst files can be archived. Archived items reside in the Outlook Archive folder and are no longer in their original location.
2. Archiving differs from exporting. Exporting creates a copy; archiving moves or deletes the original.
3. Archived files are not backups. Create separate backups of your archive.pst file for data security.
4. Contacts are not auto-archived. Manual archiving is required for contacts.
5. Exchange accounts with online archives disable Outlook's built-in archiving.

Tip: Merge duplicate contacts before archiving.

Automating Email Archiving in Outlook

Outlook's AutoArchive feature automatically moves or deletes old items at set intervals. The steps vary slightly depending on your Outlook version.

Auto-Archiving in Outlook 365 - 2010

AutoArchive isn't enabled by default in Outlook 2010 and later. You might receive prompts to enable it. Click "Yes" to proceed immediately, or "AutoArchive Settings…" to customize options. Alternatively, manually configure it:

1. Open Outlook, then navigate to File > Options > Advanced > AutoArchive Settings…
2. Check "Run AutoArchive every N days" to activate. Configure other settings and click OK.

The following image shows default settings; detailed explanations for each option are available elsewhere. The archive progress displays in the status bar. The "Archives" folder appears automatically if "Show archive folder in the folder list" is selected. See instructions on displaying the archive folder if needed.

Auto-Archiving in Outlook 2007

Outlook 2007 auto-archives Calendar, Tasks, and Journal items (older than 6 months), along with Sent Items and Deleted Items (older than 2 months) by default. Enable it for other folders:

1. Open Outlook and click Tools > Options.
2. Go to the Other tab and click AutoArchive….

Configure the settings as described below.

Understanding Outlook AutoArchive Settings

(Outlook 2010 and later: File > Options > Advanced > AutoArchive Settings…)

• Run AutoArchive every N days: Sets the frequency. Frequent archiving of large volumes of data may impact performance.
• Prompt before AutoArchive runs: Provides a confirmation prompt before archiving.
• Delete expired items (e-mail folders only): Deletes messages with individual expiration dates (set in Options > Tracking > Expires after). This is often checked by default, so uncheck if necessary.
• Archive or delete old items: Allows custom AutoArchive settings (unchecked uses defaults).
• Show archive folder in folder list: Displays the "Archives" folder in the Navigation Pane.
• Clean out items older than: Sets the age threshold for archiving.
• Move old items to: Moves items to the archive.pst file. Click Browse to change the location.
• Permanently delete items: Deletes items without archiving.
• Apply these settings to all folders now: Applies settings to all folders.

Default Aging Periods

Default aging periods (changeable per folder):

• Inbox, Drafts, Calendar, Tasks, Notes, Journal: 6 months
• Outbox: 3 months
• Sent Items, Deleted Items: 2 months
• Contacts: Not auto-archived

Excluding Folders or Applying Different Settings

To exclude a folder or customize its settings:

1. Right-click the folder and select Properties….
2. Choose either "Do not archive items in this folder" or "Archive this folder using these settings" and configure accordingly.

Creating the Archive Folder

If "Show archive folder in folder list" is selected, the "Archives" folder appears automatically. Otherwise:

1. Click File > Open & Export > Open Outlook Data File.
2. Select the archive.pst file and click OK.

Manual Archiving in Outlook

For more control, manually archive items:

1. In Outlook 2016, go to the File tab, and click Tools > Clean up old items. In Outlook 2010 and 2013, click File > Cleanup Tool > Archive…
2. Select the folder(s) to archive and set the age threshold. Click Browse to change the archive file location. Check "Include items with 'Do not AutoArchive' checked" to include excluded items.

Location of Outlook Archive Files

The archive.pst file is created automatically during the first auto-archive or manual archive. The location depends on your operating system (unless changed during setup).

Outlook 365 - 2010

• Vista, Windows 7, 8, 10: C:\Users\\Documents\Outlook Files\archive.pst
• Windows XP: C:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\archive.pst

Outlook 2007 and earlier

• Vista and Windows 7: C:\Users\\AppData\Local\Microsoft\Outlook\archive.pst
• Windows XP: C:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\archive.pst

(Note: Application Data and AppData are hidden folders.)

Advanced Archiving Techniques

Changing the Archive File Location

To move an existing archive:

1. Close the Archive folder in Outlook.
2. Move the archive.pst file to the new location.
3. Reconnect the moved file in Outlook (File > Open > Outlook Data File…).
4. Update your AutoArchive settings to point to the new location.

Auto-Deleting from Deleted Items and Junk Email

Configure AutoArchive to delete old items from Deleted Items and Junk Email folders by setting the "Permanently delete items" option for these folders.

Archiving by Received Date

To archive based on received date (instead of modified date), modify the registry (use caution!). This requires specific hotfixes for Outlook 2007 and 2010. Create the registry value ArchiveIgnoreLastModifiedTime with a value of 1 under HKEY_CURRENT_USER\Software\Microsoft\Office\<office version>\Outlook\Preferences</office>. Restart Outlook.

Troubleshooting Archiving Problems

Archiving Options Unavailable

This usually indicates an Exchange Server mailbox or organizational mail retention policies. Check with your administrator.

AutoArchive Not Running

Ensure "Run AutoArchive every N days" is checked in AutoArchive settings.

Specific Item Not Archived

Check if the item's modified date is recent or if "Do Not AutoArchive this item" is selected.

Missing Archive Folder

Verify that "Show archive folder in folder list" is selected. Open the Outlook Data File manually if necessary.

Damaged Archive.pst File

Use the Inbox Repair Tool (scanpst.exe) to repair the archive.pst file. If unsuccessful, create a new archive.

Maximum Size Reached

Clean up the archive.pst or main .pst file if it's full. The default limit is 20GB (Outlook 2007) or 50GB (later versions).

This guide provides a thorough understanding of Outlook archiving, empowering you to optimize your email management.

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