How to archive emails in Outlook automatically or manually

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When our mailbox is cluttered with emails, it increases the size of our Outlook file; we need to archive old emails. We can easily use the Outlook Archive feature to archive old emails, tasks, notes, and other items, so our Outlook is clean and fast. This feature is available in Outlook 2013, Outlook 2010, Outlook 2016, and earlier. In this tutorial, we will learn how to archive emails in outlook automatically and manually.

Figure 1 – How to archive emails in outlook 2016

Archive Outlook 2016, Outlook 2013 and Outlook 2010 Automatically

Typically, we may have the Auto Archive feature turned on by default. However, in Outlook 2010, we may have to turn it on:

  • We will go to Outlook and select File

Figure 2 – Outlook 2016 archive

  • We will go to Options and select Advanced, followed by AutoArchive Settings.

Figure 3 – How to archive in Outlook 2016

  • In the Auto Archive dialog window, we will mark the box for “Run AutoArchive every N days” and enter the number of days we want. In this case, we will enter 14 days.
  • When we have checked the box, we can configure other options as we wish. Lastly, we will click OK

Figure 4 – Archive emails in outlook 2016

  • In the future, we will receive a periodic reminder to archive Outlook as shown below.

Figure 5 – Outlook archive messages

  • When Outlook is archiving, we may see this at the base of the Outlook window

Figure 6 – Outlook archive now

  • When the archive process is completed, the Archive folder will appear automatically.

How to Archive in Outlook Manually

We can also archive Outlook 2016 manually anytime we want if we do not wish to wait for the Auto Outlook Archive feature. This step is a ONE-TIME PROCESS, so we have to make sure we have selected all files we want to archive before using it.  

  • In Outlook 2016, we will go to File Tab, and select Tools then select Clean up Old items.
  • Alternatively, in Outlook 2013 and Outlook 2010, we will go to File and select Cleanup Tool.

Figure 7 – Manually archive outlook

  • Next, we will choose the Archive.
  • In the Archive dialog box, we will click on Archive this folder and all subfolders, and then we will pick the folder we want to archive.
  • In this case, we will select the Calendar option; then In Archive items older than, we will enter our desired date

Figure 8 – Outlook 2016 archiving

  • We will click OK to complete the process.