How to Auto-Archive Emails in Outlook

It is not very uncommon to find your Outlook mailbox full. This can create a hindrance to the normal functioning of your Microsoft Outlook. The signs include slow processing of functions, particularly the send and receive functions.

Now, if you are unable to auto-archive emails in Outlook and finding out how to do it, you are in the right place. So let’s being without taking any time.

How to Auto-Archive Emails in Outlook

How to Auto-Archive Emails in Outlook

Before resolving the issue, you need to check the total size of the selected folders. This can generally be done by clicking on File > Folder > Properties > Storage — or right-clicking on any folder and selecting Properties.

There is an Auto Archive feature in Outlook. This feature automatically backs up Deleted Items, Sent Items, and expired tasks and calendar items. However, this function works only as long as you are not getting a bulk of messages. You need to delete the excess mails regularly, or else need to move them from your Inbox. You have reached a limit of 2GB data storage and cannot exceed this limit without having problems.

However, if you have already messed up your Outlook inbox, there are ways to sort it. Given below are steps that would lead to this resolution. This will basically change the Auto Archive’s settings.

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Steps to Auto-Archive Emails

  1. First of all, create a new local folder or .pst (Personal Folders). You will need this to hold Archived Mail. At the bottom of your folder list, you will find On My Computer Click on this heading.
  2. Now choose a New Folder, and name it. We would suggest that you name it Archived Mail to be able to recognize it. If you have an older version of Outlook, you can select File>Archive and change the date under Archive items older than.
  3. Now that you have created a new folder, create a new rule for archiving. For this, click on Tools > Rules. Here select Exchange from On My  Near the bottom of the window, you will see a + sign. Click on it and name the new rule. You should again be careful that the new name is easy to understand and remember.
  4. The emails that you wish to archive need to be defined. This is to be done under the “When a new message arrives.” 
  5. Now change the “Date Received” to set it to the oldest mail you wish to archive. Also, change Do the Following such that the new rule you want to create is accommodated. For example, you can add actions such as “Move Message + Archived Mail.”
  6. Finally, check Enabled by clicking on its check box and click OK. For doing the same in older versions of Outlook, click on Tools>Options>Other>Auto Archive.

Now comes the turn to manage things a bit. Once you have run the new rule, which defines certain age of emails received to be archived, take care of the emails received before implementing the rule.

To archive the emails in a select folder, select the preferred mail folder, click Messages>Rules>180 Day, Auto Archive. Now the Outlook would implement the archive on the specific old mails. The mails’ date is decided by “Last Modified Date” and not by “Received Date.”

Now comes the time to access those emails that you archived following the above four steps. All archived mails under a specific folder can be accessed from a list of ‘.pst’ files. This list is available in the left-hand column of folders. Now that you have set auto-archive on, you can access them whenever you want, but they will not occupy your Outlook mail space.

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