How to archive emails on Outlook 2013 and 2016

[@luisrogers8011]

I have this tutorial too helpful for even non-technical users. I can recommend this reference to a friend for reducing the size of PST file in Outlook 2010.

[@Garth2011]

Lots of folks have wondered how large a pst file can be when using with Outlook. It would make sense to do back ups of the pst and then archive just before the file size gets too big. Otherwise, as the years peel off, outlook is going to have several archive lists.

[@Garth2011]

Interesting. Problem I noticed is when you archive from a certain date and save those files and then later on want to archive a year later and select "the last years worth of data" in the same "archive" it wipes out the older data ! Seems you have to name the "archive" as you save it. For example, "archive to 04-01-13" and then next year create another "archive to 03-31-14" if you want to keep the 2013 and older data. So, the outlook archive commands do not add files to an existing archive, it deletes the existing archive and adds the new archive it appears?

[@kcbknitter]

Thank you so much. This is very helpful. Gotta love KZbin.

[@shovan3112]

Nice explanation...very clear steps

[@peterjackson6237]

Too much irrelevant waffle.... just tell us how to archive email... lots of talking but not much being said here.

[@NickGoulet]

LOL, no kidding. Um um um Get to the point! umm....

[@jonieevangelista]

he loves to talk

[@cjkenton6856]

No one seems to explain...does archiving remove the email from the server? Or is it simply a copy? Does it matter if my email is set up as a POP or IMAP?

[@X-techsolutionsnyc]

If your email is set up as POP (with the option to leave all messages on server turned on), then archiving is just a copy and those emails don't get removed from the server. If your email is IMAP, then archiving removes those emails from server and frees up space.

[@Garth2011]

It's interesting today...POP is considered "old school" and ancient server settings. If you want to rely on your gmail or live email servers to every corner of responsibility, IMAP is likely the best idea however, every time you open outlook, it syncs all files/folders with the server which takes some time plus, if you were on a cell phone for example, and deleted an email, when you open outlook on a desktop, it will also delete that email if you're connect to the internet. With POP, your computer is the control source for emails. If the gmail or live mail servers fail and the tech's loose all your emails, you still have them on your desktop computer and your folders etc. So, if you can depend on a free service like gmail, live, outlook, yahoo etc., use IMAP.

[@microsoftsarker]

Hello dear .Thank you for your support

[@Techshark007]

Thanks from India

[@dextrush]

Thank you very much, that was very helpful indeed. You helped me a lot mate!

[@370gerald]

thank you, just what i wanted and needed..

[@johnsinclair1447]

Great explanation -- thank you!

[@fatimakhan-xx9pv]

Sir, nice video with a good explanation.

[@BokiBoleBoki]

Can I archieve in multiple folders by periods? Ex. the first 2 years, then in new folder again few years, so as not to have large PST arvchieve files?

[@X-techsolutionsnyc]

Yes you can by creating a new PST file for each period that you want to archive. The option to create a new PST file is on the upper left corner of Outlook (New Item -> Outlook Data File). Once you create the new PST file, it's a good idea to change the name to something informational (e.g. 2017-2019 Archive)

[@leomaredcampos4941]

please avoid swallowing your saliva.

[@FollowYourDreamss]

Thank you for the vid but need to as you that I followed the instructions and got my archive but when I checked every thing is empty, my all mail, my inbox or deleted items all are deleted and am sure I archived the root, does it need time as am archiving my work email from whom?? Is related to email server???

[@manfredkock1854]

That is a common issue lately. Your archived emails are actually there but there is a filter on each of those folders (e.g. Inbox, Deleted Items, etc) that needs to be removed in order for you to see the emails. If you click on the Mail Filter option on the bottom left, you will be able to clear those filters. You need to do that on each folder most likely.

[@eramilborres7436]

I LIKE THIS VID. SO INFORMATIVE. ALL I WANT

[@broadwayrealtors]

Very well explained

[@santhoshkumargv4827]

Archiving not working in Outlook 2013 how to resolve

[@qaziabbasi6946]

Hey. When I create an Archive, does my main Outlook Data File reduce in size or not? If it doesn't reduce in size, creating an archive would mean creating duplicate files which is a nuisance.

[@X-techsolutionsnyc]

By default, archiving won't reduce the size of the Outlook Data File. However, you can compact the data file by right clicking on it and going to the option Compact Now

[@jairtzinio]

So right now I'm having issues with someone, this person receives a bunch of emails with attachments. I found the folder that's using the bulk of her exchange storage but regardless of archiving this folder the storage barely changes.

[@X-techsolutionsnyc]

If you are referring to the storage size of the local PST, then you also have to compress it by right clicking on the data file and selecting the option for Compact Now. If you are referring to the storage of the actual Gmail account, then you also have to remove those deleted emails from the All Mail folder if they are still there. Hope this helps

[@jairtzinio]

not at all... for corporate emails the emails are online, but they set a maximum size ours is 2GB, once you're close this is what requires archiving so you can pull off the network to save it locally on a PST on your computer. the problem is i don't know whats taking up all the space, why its not archiving if i'm setting it up to archive. it's still telling me that the user is close to their max and yet archiving isn't freeing up this space.

[@X-techsolutionsnyc]

jairtzinio, we need to know more details because you might have a unique setup. Feel free to reach out to us for some advise and consulting (www.x-techsolutions.com/)

[@pritamchettri1141]

there is no option of clean up of old items under tools please suggest us.

[@X-techsolutionsnyc]

You are probably using Outlook 2013. For that version, the option will be called Cleanup Tools. After that you can select Archive. This is mentioned in the video around the 2:25 section

[@cyrusIIIII]

There was an option in older versions of outlook that when I choosing it, my emails would not be deleted from servers when I was manipulating or deleting my emails in outlook. how can i find it in outlook 2016?

[@X-techsolutionsnyc]

Jon Saw, Is not the outlook version. The protocol that you need to use is POP3 during the outlook set up and make sure under the settings that "do not remove from server" is checked on.

[@cyrusIIIII]

Thank you very much for your response. I do not want to use pop3 it has been creating other issues for us. I just want outlook uses IMAP but when I delete something in outlook it does not delete the mails from my gmail.

[@X-techsolutionsnyc]

IMAP should synch your inbox and sent folder. If it does work, you can create a ticket with us to troubeshoot it further.

[@AlexRodriguez-dp5ng]

thank you. when reading a email on the reading pane, I see the option to replay, replay all and forward. how can I add the option to archive?

[@X-techsolutionsnyc]

Alex, you should see an option to archive in the group of options (Delete group) next to reply, reply all, forward (Respond group). Just confirm the email goes to the appropriate archive folder if you use that option

[@gerardo.galvan]

does this keep copy on Microsoft server or saves it on computer only??

[@X-techsolutionsnyc]

The archives are saved to the computer only. It's important that you back up those archive files onto external media (e.g. thumb drive) in case your computer fails

[@gerardo.galvan]

X-Tech Solutions, Inc I use the archive feature on web client and it keeps them on sever side and can access them from desktop client as well

[@X-techsolutionsnyc]

Yes, if you do it through webmail, then the archive is kept on server side. I was referring to archiving through the Outlook client. Sorry for any confusion

[@jairtzinio]

how do you do it by year?

[@X-techsolutionsnyc]

For example, if you want to archive all emails 2013 and before into a single file, then select the date in the archive option to 1/1/2014 and give the archive file an appropriate name (e.g. Archive2013andbefore.pst). That will archive all emails before 1/1/2014 into an archive PST file. Then to archive 2014, select 1/1/2015 and name archive file appropriately (e.g. Archive2014). And so on...

[@cdoublejj]

Nice! yeah, sure, there is some irrelevant waffle but, there is also some good info here!

[@skysummery4378]

How can i find archive emails in windows 10 mobile my outlook app is upgraded plz help..

[@X-techsolutionsnyc]

Can you develop your question a little bit more?

[@elizabethsantiago6983]

Great video, but if you have multiple email accounts and need to establish separate archives for each account, how do you do that?

[@X-techsolutionsnyc]

Great question Elizabeth! During the archive step, you can change the folders (and email accounts) that you want to archive, see starting from 3:20 of video

[@GradeBmoviefan]

Hard to follow. Voice tone is up and down. A lot of moving around with various information, not closer to the point.

[@mohdrashid6789]

Real video start from 7:00

[@yadusolparterre]

thanks a lot! can't stand youtubers who speak for hours. We came for a demo, not for a stream of consciousness

[@zuzanakovac1860]

In few second I start to be nervous from the video , the voice , moving there and there , talk first about this and than back to that. Before you post it , should be prepared properly .

[@albixhako1727]

BRAVOO

[@osamaragheb]

babble on

[@bprueller]

Stop talking mate...