How To Archive Emails In Outlook 2016 Windows 10

There are several ways to archive messages in Outlook. The methods that y'all can utilise depend on the type of electronic mail accounts that you have set up in Outlook.

All accounts have access to an Archive folder. For Microsoft 365, Outlook.com, and Commutation accounts, the Archive folder is one of Outlook's default folders, like Inbox, Sent Items, and the Deleted Items folder. This folder can't be deleted. If you utilize Outlook with an Commutation or Exchange Online account, folder policies such equally retention policies apply to the Archive folder.

For POP and IMAP accounts, you can create an Archive binder or designate an existing binder to use as the Archive folder. You cannot alter the Archive folder location for Microsoft 365 or Exchange accounts.

Using the Archive push button to move messages to the Archive folder doesn't reduce your mailbox size. If you take to reduce your mailbox size, you can use Online Archive in Microsoft 365 for enterprises or you can archive items manually.

Archive messages past using the Annal push button

You tin apply the Archive button in the Delete group on the ribbon to move i or more messages to your Archivefolder without deleting them. In that location are several benefits to using Annal.

• Archived items remain piece of cake to find from the search box or by navigating to your Archivefolder. By default, when you type a term in the Search box, Outlook searches all folders in your mailbox.

• Items are still available on your phone or other devices through the Annal folder

Archive items in Outlook

1. Select one or more messages in your Inbox or other folder to annal.

2. In the Delete group, selectArchive. You lot can also employ the Backspacekey to immediately annal one or more than selected messages.

   

   Annotation:For Microsoft 365, Substitution, Exchange Online, and Outlook.com accounts, your Archive folder already exists, even if you've never used the feature before. You'll discover it in your Outlook folder list. If yous don't see the binder and yous're using Outlook 2016 or Outlook for Microsoft 365, become to File > Part Account > Update Options > Update At present.

3. Your letters volition be moved to the Archivefolder. If you archive a message by error, go to the Archivefolder and move the message back to your Inbox.

Note: The Archive button is visible but in Outlook 2016, Outlook 2019, and Outlook for Microsoft 365. Older versions of Outlook do non take the Archive button on the ribbon.

Archive letters by using the keyboard

You can archive one or more selected messages by clicking the Backspacekey. If you lot click the Delete key, the messages get to the Deleted Items folder. You cannot change the behavior of the Backspace key.

Notation: If you have a bulletin open in its ain window instead of the Reading pane, the Backspace key will not archive the message. You have to shut the message and view information technology in the Reading pane for the Backspace keyto archive the message. When the message is open in a new window, the simply mode to archive the message is by using the Archive push on the ribbon.

How do I disable archiving by the Outlook for Microsoft 365 Backspace primal?

To prevent the Backspace primal from moving items to the Archive folder, you can add the following registry entries to disable this functionality.

Of import
Follow the steps in this section carefully. Serious bug might occur if you modify the registry incorrectly. Earlier you modify information technology, back upwardly the registry for restoration in case problems occur.

Group Policy registry path:
HKEY_CURRENT_USER\SOFTWARE\policies\Microsoft\function\16.0\outlook\options
Name: DisableOneClickArchive
Type: DWORD
Value: 1

Office Customization Tool (OCT) registry path: HKEY_CURRENT_USER\SOFTWARE\microsoft\office\16.0\outlook\options
Name: DisableOneClickArchive
Blazon: DWORD
Value: 1

Note: This set up doesn't apply to perpetual versions of Outlook.

How practice I find the Archive folder?

Your Archivefolder is in the folder list. To display the folder listing, selectView>Folder Pane >Normal.

How do I search the Archive Folder?

By default, when you search for Outlook items by using the Search Electric current Mailbox feature at the elevation of your binder list, Outlook searches your entire mailbox.

If you lot want to scope the search to your Archive folder simply, first select the Annal folder in the folder list. Your search box will now search only the Annal folder.

How is this different from Online Archive?

Online Archive is a feature for Microsoft 365 enterprise customers who have uncommonly large mailboxes. These customers tin use an Online Archive to avoid deleting old mail. A user's Online Archive acts somewhat like a 2d account in Outlook with its own folder construction. Therefore, information technology isn't included in searches performed from the Inbox.

If an Online Archive is enabled, administrators and users tin can prepare their mailbox to automatically move quondam messages to the Online Annal using Archive Policies.

When should I utilise Archive and Online Archive?

Nosotros recommend that you lot use the Archive feature to keep your Inbox clear of messages that you've already answered or acted on. Think of the Annal like a file folder. You can store items in the Annal folder and nevertheless access them hands. You lot can too delete messages or move them to specific folders, if that'southward more your fashion.

For users who have large mailboxes in a Office 365 Enterprise organisation, we recommend that administrators set an Archive Policy that moves items to an Online Archive afterwards i year or less if users are reaching their mailbox quota faster. This ensures users don't take to delete old mail to brand room for new mail. Mail service that is older than the specified fourth dimension tin can be moved from both the Inbox folder and the local Archive binder.

Frequently asked questions about archiving

If you're using a Microsoft 365, Substitution, Exchange Online, or Outlook.com account, you lot cannot modify the location to which your archived items are moved. The Annal binder is 1 of Outlook's default system folders and cannot exist renamed, moved, or deleted. If y'all are using a Popular or IMAP account such as Gmail, Yahoo, or iCloud, y'all can change the location of the Annal binder past selecting File > Mailbox Settings > Tools > Prepare Annal Folder.

Archive is a well-understood characteristic that is already bachelor in Outlook Mobile, Outlook Spider web App, and Outlook.com, and fifty-fifty other e-mail providers such every bit Gmail. Considering this is an established proper noun, and because Online Annal is an existing characteristic, we decided to keep both the same.

AutoArchive is an older Outlook feature that allows automatic moving of old mails to a .pst file. This means that the letters are removed from the server and are harder to detect through search. If the hard drive that contains the AutoArchive.pst becomes unusable, these letters are lost. Online Archive is an enterprise-grade replacement for AutoArchive.

AutoArchive tin still be used if you don't take an Online Annal, and if your IT department doesn't disable the functionality. For more information about AutoArchive in Outlook 2016, run across Archive older items manually in Outlook for Windows.

Archive is widely available on Outlook for Windows, Outlook Mobile, Outlook on the web, and Outlook.com. The Archive characteristic can't be disabled by using Group Policy.

Need additional aid?

• Archive older items manually in Outlook for Windows

• Create a subfolder

Source: https://support.microsoft.com/en-us/office/archive-in-outlook-for-windows-25f75777-3cdc-4c77-9783-5929c7b47028

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