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To archive old emails in Outlook, select the messages and choose Archive. They move to the Archive folder and remain searchable; the regular Archive action does not free mailbox space for Microsoft 365, Exchange, Exchange Online, or Outlook.com accounts. The exact steps depend on which Outlook app you use.
How do I archive old emails in Outlook?
New Outlook for Windows
- Select the message you want to file.
- Select Archive in the toolbar.
- If you archived the wrong message, select Undo in the confirmation notification.
AutoArchive is not available in new Outlook for Windows. Microsoft’s instructions for archiving in Outlook for Windows cover the Archive action and undo option.
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Classic Outlook for Windows
- Select one or more messages in the Inbox or another folder.
- In the ribbon’s Delete group, select Archive. If a message is selected in the Reading pane, you can also press Backspace.
- To restore a message archived by mistake, open the Archive folder and move it back to the Inbox.
Backspace works when the message is selected in the Reading pane. If the message is open in its own window, close that window before using the shortcut.
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In the inbox, long-press a message and tap Archive. You can also set Archive as a swipe action or tap the Archive icon while a message is open. Where the message goes depends on the account: Microsoft 365, Exchange, iCloud, Outlook.com, and Yahoo messages go to Archive; Gmail and Google Workspace messages go to All Mail. Microsoft’s mobile Outlook guidance describes the available actions.
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Where do archived emails go?
The Archive button moves messages into the account’s Archive folder, rather than deleting them. Outlook searches across folders by default, so archived messages can still appear in search results; select the Archive folder to limit a search to that folder. In Gmail and Google Workspace accounts using Outlook mobile, archived messages go to All Mail instead.
The Archive folder is not the same as an Online Archive or In-Place Archive mailbox. Those are separate mailboxes enabled and governed by an administrator. The regular Archive button does not send messages there. Microsoft explains the Archive folder behavior, and its In-Place Archive guidance describes the separate mailbox.
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Does archiving free up space?
No—not when you use the regular Archive action with a Microsoft 365, Exchange, Exchange Online, or Outlook.com account. The messages are moved to another folder in the same mailbox, so this is an organization tool, not a way to reduce mailbox usage. To keep older mail out of a primary mailbox, ask your administrator whether an Online Archive or In-Place Archive is available and what policies apply.
How do I automatically archive old emails?
Classic Outlook for Windows includes AutoArchive, which can periodically move aged items to a local Outlook Data File (.pst) or delete them, depending on your settings. It is unavailable in new Outlook for Windows, and Exchange configuration or an organizational retention policy may restrict it.
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- In classic Outlook, open File > Options > Advanced > AutoArchive Settings.
- Choose how often AutoArchive runs and set the aging threshold.
- Choose whether items should be moved to a PST file or deleted, then set the destination if moving them.
- For a different rule on a particular folder, open that folder’s Properties and check its AutoArchive settings.
Microsoft’s listed default aging periods are defaults, not fixed rules. They can be changed:
| Folder or item type | Default AutoArchive aging period |
|---|---|
| Inbox and Drafts | Six months |
| Sent Items and Deleted Items | Two months |
| Outbox | Three months |
| Calendar, Tasks, Notes, and Journal | Six months |
These periods are from Microsoft’s AutoArchive settings guidance. If the setting is missing or unavailable, check with your administrator about Exchange configuration or retention controls.
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What should I know before using a PST archive?
A PST is a local file, not another folder in the online mailbox. Microsoft’s documented default location is C:UsersYourUserNameDocumentsOutlook Filesarchive.pst; your configuration may use a different location. Microsoft warns that archived messages may be lost if the drive holding the PST becomes unusable. Know where the file is stored and protect it as important data. Microsoft’s manual archiving guidance explains PST archiving and the associated file risk.
Which Outlook archive should I use?
| Method | Destination | Best suited to | Availability and control |
|---|---|---|---|
| Archive button | Archive folder in the same mailbox; Gmail and Google Workspace in Outlook mobile use All Mail | Clearing handled messages from the Inbox while keeping them searchable | Available in the Outlook workflows described above; does not reduce mailbox size for Microsoft 365, Exchange, Exchange Online, or Outlook.com |
| AutoArchive | Local PST file, or deletion if configured that way | Automatically processing aged items in classic Outlook for Windows | Unavailable in new Outlook for Windows; Exchange setup or retention policy may limit it |
| Online Archive / In-Place Archive | Separate, administrator-enabled mailbox | Keeping older messages out of the primary mailbox | An administrator enables it and sets policies; the regular Archive button does not send mail there |
For the ordinary task of filing messages you have finished with, use Archive. For capacity management, the relevant options are an administrator-managed Online Archive or, in classic Outlook where permitted, AutoArchive to a PST—not moving mail into the regular Archive folder.
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