How do I archive emails in Outlook?

What is a How do I archive emails in Outlook??

Outlook archiving moves older emails out of your inbox without deleting them. You can archive automatically or move emails manually.

Archiving moves emails to a separate folder so your inbox stays manageable. Archived emails are not deleted. You can still search and read them at any time.

This guide applies to Microsoft Outlook only. If your company uses Gmail, archiving works differently.

Enable your Online Archive

Before you can archive, your IT admin must enable your Online Archive in Microsoft 365. Once it is enabled, an Online Archive folder appears in your Outlook sidebar.

If you do not see an Online Archive folder, contact hello@deeploi.io to request it.

Archive emails automatically

You can set a policy that moves emails older than a certain date automatically.

  1. Right-click the folder you want to apply the policy to (for example, Inbox).
  2. Click Assign Policy.
  3. Choose an archiving period from the list, for example 1 year.

Emails older than the chosen period will move to your Online Archive automatically.

Archive emails manually

To move specific emails to your archive:

  1. Select the emails you want to archive.
  2. Drag them to the Online Archive folder in the sidebar.

You can also right-click an email, select Move, and choose Online Archive.

Find archived emails

Open the Online Archive folder in the Outlook sidebar. You can also use the search bar at the top of Outlook. Archived emails appear in search results alongside inbox emails.