Your Outlook application consists of several emails and attachments which consumes a lot of storage space on the server. To regulate your Outlook inbox and folders, archiving is done. There are two types of archiving which is Manual archive for Outlook version 2003/ 2007/ 2010 and Auto archive for Outlook 2019 and 2016. This increases the efficiency of the Outlook by storing the archived folders as a .pst file and can be accessed whenever needed. Read this informative write-up till the end to know how to create and setup Outlook archive folder.
What Are the Advantages of Setting Up an Outlook Archive
The advantages of having an archive file of your Outlook are splitting the data, clutter-free server and automatic archive. Let’s learn about these advantages in an elaborated way.
- Splitting the Data:
The official Microsoft Outlook support page has stated that the primary use of having an archive file is to split the Outlook data into 2 individual .pst files. This will keep your Outlook server fast and free from crash or freezes.
- Automatic Archive:
This majorly helps you in keeping the Outlook sever or application light and lets you access your mails, attachments or other Outlook data files faster. Moreover, scheduling the auto archive to execute accordingly will automatically move the specified files or folder to the archived folder in the background. However, this will not compromise the efficiency of the program.
These advantages of creating or setting up the Outlook archive folder helps you in keeping the PST file compact. Read the next section carefully to know why your PST file should be compact.
Why should a PST file be compact?
Though the Outlook 2019 and 2016 support a PST file size of 50 GB or lager, it can still cause Outlook performance issues and errors like Microsoft Inbox repair tool not responding and Outlook send and receive error.
How to Create Outlook Archive Folder?
To create an Outlook archive file on Outlook 2019 or 2016, follow the steps mentioned-below.
Step 1: Open Outlook application, click on File and select Tools.
Step 2: Select Set Archive Folder… and wait for the dialogue box to open as shown in the image below.
Step 3: Check the Archive this folder and all subfolders option and select the desired folders that you want to be archived.
Step 4: Select the date to transfer the files or folders older than the given date.
Step 5: The default archive location is: C:\Users\Username\Documents\Outlook Files\archive.pst
To create an Archive folder in Outlook 2013, go to File > Info > Cleanup Tools > Archive.
Having more than one set of archive .pst files will lead to corruption and may restrict you from accessing your old emails or attachments. However, if you happen to face such kind of situation where your archived folder is inaccessible, make use of this robust PST file repair software known as Remo Repair PST.
Click here to know the difference between PST file and PST archive.
How to Create Auto Archive Folder on Your Outlook?
Auto archive can be done only on Outlook 2019 and 2016. Follow the steps mentioned-below to know more.
Step 1: Open Outlook application, click on File and select Options.
Step 2: Click on Advanced and select Auto Archive Setting and a dialogue box opens as shown below.
Step 3: Select the clean older time duration, the archive file location and then click on OK.
The best possible way to archive an OST file is by converting it to a PST file using a tool that can convert OST to PST format.
Auto archive feature of Outlook 2019 or 2016 provides options like Delete expired items, move old items to, permanently delete old items. Hence, If you have accidentally deleted one of your archived mail or folders due to “Clean out items older than feature” auto archive feature, worry no more as those accidentally files can be restored with the help of Remo Recover, a professional Outlook data recovery tool.
Bonus Tips to Increase the Outlook Performance:
Here, you find many easy steps to increase your Outlook performance for free and does not require you to download any other tool.
- Select “Move old items to” or “Permanently delete old items option” to make use of following benefits:
- If you want to have a track of archived items, Check the Show Archive folder in the folder list option.
- To delete items older than a specific time period, use Clean out items older than option. You can set a timeline of 1 day up to 60 months. This helps in the deletion of unwanted old data without your intervention.
- Choose the destination location using the browse option to save archive file under Move old items to.
- Permanently delete old items deletes any expired data that are not archived
- You can use apply these settings to all folders now to assign a default archive setting.
If you want to apply different settings to an individual folder or an item,
right-click on the particular item->Choose properties->AutoArchive tab.
As presented above auto archive feature for Outlook can be a precautionary measure to avoid any Outlook downtime, but it is no alternative to a regular backing up of your Outlook data.