How to create and setup Outlook archive?

We receive a number of mails stuffing our inbox every day. Before you realize it they may sum up to thousands of messages. Regulate your Outlook inbox and folders by archiving them to separate folder using either manual archive or auto archive Outlook 2016 option

This automatically reduces the PST file size and accessibility of the data becomes more efficient.

Why should a PST file be compact?

Bigger the sizes of PST file, greater the chances of corruption. Although Outlook 2016 supports a PST file size of 50 GB, larger files cause Outlook performance issues including Microsoft Inbox repair tool not responding error. Splitting the PST file also makes management of your Outlook inbox easier.

As we have understood the advantages of having a compact PST file, let’s get to know how to archive Outlook data.

There are two methods to archive your Outlook data to newer PST file

  • Archiving Outlook 2016 data manually
    • Go to File -> Options
    • Under Clean-up Tools choose->Archive Option
      A dialogue box opens as shown below
      Archive Option
    • Select Archive this folder and all subfolders option
    • If you want to archive the complete data file, select that file or a particular folder Such as Inbox, Calendar, and Outbox can be archived individually.
    • From this dialogue box, you can choose an archive date i.e. System archives Items older than that date.
    • Choose the destination location using browse option to save archive file. The default archive location is: C:\Users\Username\Documents\Outlook Files\archive.pst
      Note: If you have an Exchange Server account added to your Outlook profile and your organization uses Microsoft Exchange Server Online, the Archive command and feature will not be shown for any account in your Outlook profile.
      MS Outlook 2013: Archive option can be found in File > Info > Cleanup Tools > Archive.Disadvantages of manual archive method:

      • Each time you should do the entire archive process manually.
      • This option can be used only to archive the files but not to delete old items.
      • Multiple individual folders cannot be selected at the same time to archive
  • Archiving Using Auto archive Outlook 2016 option
    • Go to->File->Options
    • Select->Advanced->Auto Archive Setting
      A dialogue box opens as shown below
      Auto Archive Settings
      What are the advantages of Auto archive?
      Auto archive Outlook 2016 provides options like Run AutoArchive, Delete expired items, Move old items to, permanently delete old items. These options can be used accordingly to have archiving done with least user interference.
      Each option is explained below for better understanding:

      • Check Run AutoArchive option and choose the frequency to archive old data. This automatically archives your data and reduces your time & manual effort.
      • If you want to delete expired emails, check Delete Expired items.
        This automatically deletes the emails after it crosses a default ageing time.

Outlook Tips: Easy steps to increase your Outlook performance

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 folder list option.
  • To delete items older than particular time period, use Clean out items older than option. You can set timeline of 1 day up to 60 months.
    Clean out items older than
    This helps in deletion of unwanted old data without your intervention.
  • Choose the destination location using 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.Note: 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 Outlook 2016 can be a precautionary measure to avoid any Outlook downtime, but it is no alternative to a regular backing up of your Outlook data.

AutoArchive method is also applicable to Outlook version 2010 and 2013. Once Microsoft releases their newer Outlook 2019 version, we will discuss about its exclusive features in detail.

How to create and setup Outlook archive? was last modified: July 30th, 2018 by Remo Software

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