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At that place are several ways to archive messages in Outlook. The methods that you tin employ depend on the type of electronic mail accounts that you take ready in Outlook.

All accounts have access to an Archive binder. For Microsoft 365, Outlook.com, and Exchange accounts, the Archive folder is one of Outlook's default folders, like Inbox, Sent Items, and the Deleted Items folder. This binder can't be deleted. If you apply Outlook with an Exchange or Commutation Online account, folder policies such as retention policies apply to the Archive binder.

For Popular and IMAP accounts, you tin can create an Archive binder or designate an existing folder to use as the Archive binder. Y'all cannot change the Archive folder location for Microsoft 365 or Substitution accounts.

Using the Annal push to move messages to the Archive folder doesn't reduce your mailbox size. If you have to reduce your mailbox size, yous can use Online Archive in Microsoft 365 for enterprises or you tin archive items manually.

Annal letters by using the Archive push button

You tin utilise the Archive button in the Delete group on the ribbon to motion one or more messages to your Archivefolder without deleting them. There are several benefits to using Archive.

• Archived items remain easy to find from the search box or by navigating to your Archivefolder. By default, when you type a term in the Search box, Outlook searches all folders in your mailbox.

• Items are nevertheless available on your phone or other devices through the Archive folder

Annal items in Outlook

1. Select 1 or more letters in your Inbox or other folder to archive.

2. In the Delete group, selectAnnal. You can also use the Backspacekey to immediately archive one or more selected messages.

   

   Note:For Microsoft 365, Exchange, Commutation Online, and Outlook.com accounts, your Archive folder already exists, even if you've never used the feature before. Y'all'll find it in your Outlook folder list. If yous don't see the binder and you're using Outlook 2016 or Outlook for Microsoft 365, go to File > Office Account > Update Options > Update Now.

3. Your messages will be moved to the Archivefolder. If you archive a message by mistake, become to the Archivefolder and move the message back to your Inbox.

Note: The Archive push button is visible only in Outlook 2016, Outlook 2019, and Outlook for Microsoft 365. Older versions of Outlook do not have the Archive button on the ribbon.

Annal messages past using the keyboard

You can annal ane or more selected letters past clicking the Backspacekey. If you lot click the Delete cardinal, the messages go to the Deleted Items folder. You cannot modify the behavior of the Backspace key.

Notation: If you lot have a message open in its own window instead of the Reading pane, the Backspace key will not annal the message. You have to close the bulletin and view it in the Reading pane for the Backspace keyto archive the message. When the bulletin is open in a new window, the only way to archive the message is past using the Archive button on the ribbon.

How do I disable archiving past the Outlook for Microsoft 365 Backspace primal?

To preclude the Backspace key from moving items to the Annal folder, yous can add together the following registry entries to disable this functionality.

Important
Follow the steps in this section advisedly. Serious problems might occur if you modify the registry incorrectly. Earlier y'all alter information technology, back up the registry for restoration in example problems occur.

Group Policy registry path:
HKEY_CURRENT_USER\SOFTWARE\policies\Microsoft\office\16.0\outlook\options
Proper name: DisableOneClickArchive
Type: DWORD
Value: 1

Office Customization Tool (October) registry path: HKEY_CURRENT_USER\SOFTWARE\microsoft\office\16.0\outlook\options
Name: DisableOneClickArchive
Type: DWORD
Value: 1

Note: This prepare doesn't apply to perpetual versions of Outlook.

How do I find the Archive folder?

Your Archivefolder is in the folder list. To display the binder list, selectView>Binder Pane >Normal.

How do I search the Archive Folder?

By default, when you search for Outlook items by using the Search Current Mailbox feature at the top of your folder list, Outlook searches your entire mailbox.

If yous want to scope the search to your Archive folder merely, first select the Archive folder in the folder list. Your search box will at present search only the Archive folder.

How is this dissimilar from Online Annal?

Online Archive is a feature for Microsoft 365 enterprise customers who have uncommonly large mailboxes. These customers tin apply an Online Archive to avoid deleting old mail. A user's Online Archive acts somewhat like a second business relationship in Outlook with its own folder construction. Therefore, it isn't included in searches performed from the Inbox.

If an Online Archive is enabled, administrators and users tin fix their mailbox to automatically move old messages to the Online Archive using Archive Policies.

When should I use Archive and Online Annal?

We recommend that y'all use the Archive feature to keep your Inbox articulate of messages that you've already answered or acted on. Call back of the Archive like a file folder. You lot can shop items in the Archive folder and still access them easily. You lot tin can too delete messages or motility them to specific folders, if that'south more than your style.

For users who accept large mailboxes in a Part 365 Enterprise organisation, we recommend that administrators set an Archive Policy that moves items to an Online Annal after 1 year or less if users are reaching their mailbox quota faster. This ensures users don't have to delete old mail to make room for new post. Mail that is older than the specified time tin can be moved from both the Inbox folder and the local Archive folder.

Oft asked questions about archiving

If you're using a Microsoft 365, Exchange, Substitution Online, or Outlook.com account, you cannot change the location to which your archived items are moved. The Archive folder is one of Outlook's default organization folders and cannot be renamed, moved, or deleted. If you are using a POP or IMAP account such as Gmail, Yahoo, or iCloud, y'all can change the location of the Archive folder by selecting File > Mailbox Settings > Tools > Fix Annal Binder.

Archive is a well-understood characteristic that is already bachelor in Outlook Mobile, Outlook Spider web App, and Outlook.com, and fifty-fifty other electronic mail providers such as Gmail. Because this is an established name, and because Online Archive is an existing characteristic, we decided to proceed both the aforementioned.

AutoArchive is an older Outlook characteristic that allows automatic moving of old mails to a .pst file. This means that the letters are removed from the server and are harder to find through search. If the hard drive that contains the AutoArchive.pst becomes unusable, these letters are lost. Online Archive is an enterprise-grade replacement for AutoArchive.

AutoArchive can withal be used if you don't accept an Online Annal, and if your IT department doesn't disable the functionality. For more than information most AutoArchive in Outlook 2016, see Annal older items manually in Outlook for Windows.

Archive is widely bachelor on Outlook for Windows, Outlook Mobile, Outlook on the web, and Outlook.com. The Archive feature tin can't be disabled by using Group Policy.

Demand additional help?

• Archive older items manually in Outlook for Windows

• Create a subfolder

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Source: https://support.microsoft.com/en-gb/office/archive-in-outlook-for-windows-25f75777-3cdc-4c77-9783-5929c7b47028

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