Archiving removes emails from your inbox and puts them in a separate .pst file. This can help free up inbox space and help you keep on top of your email history.

Archiving is different to exporting emails, which creates a backup copy of your messages but doesn't move them out of your mailbox.

Archiving only works with personal accounts. To archive a shared mailbox, submit an IT request.

How to archive emails

These instructions are for Outlook for Windows.

  1. Open Outlook.
  2. Go to 'File' and select 'Info' > 'Tools' > 'Clean up old items'.
  3. Select the ‘Archive this folder and all subfolders’ option and choose your inbox from the list. You can also choose a specific folder if you only want to archive a selection of emails.
  4. Next to ‘Archive items older than’, enter a date. All emails created before this date will be archived.
  5. Click 'Browse' to save the .pst file to a location on your computer. Enter a file name, choose a place to save your file and click 'OK'.
  6. Click' OK' and your archive file will be generated.

Once your emails are archived as a .pst file, you can open them through Outlook.

To avoid file corruption and syncing issues, it is recommended that .pst files are kept below 10GB in size and are not stored in the cloud, e.g. OneDrive.

How to open archived emails

If you want to move archived emails into your current inbox, you will have to import them. These instructions will only allow you to view archived emails:

  1. Open Outlook.
  2. Go to' File' and select 'Open & Export' > 'Open Outlook Data File'.
  3. Locate the Outlook Data file (.pst file) on your computer and click 'Open'.
  4. Click on your inbox or each folder to see its contents and choose what messages you want to open.

Once you have finished viewing archived emails, right click on the Outlook Data File in the folder pane and select 'Close Outlook Data File' from the menu.

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