How to Archive Emails in Outlook

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When too many emails accumulate in your inbox, Outlook performance can suffer. Learn how to archive emails in Outlook and manage those old emails manually or automatically. The instructions in this article apply to Outlook for Microsoft 365 and Outlook 2019, 2016, 2013, and 2010.

How to Archive Emails in Outlook Manually

If you prefer to control when and where your old emails are archived, you can follow a manual process to do so. You can manually archive email messages to any folder.

  1. Open Outlook and select File > Info > Tools > Clean up old items.


  2. In the "Archive" pop-up window, select "Archive this folder and all subfolders" and then select the folder where you want to archive items.


  3. Select the Archive items older than drop-down list, and then set the date after which you want to archive messages.

    Note: You can also select Browse to identify a single PST file that you want to use for this file. Or you can keep it as the default filename.


  4. Choose OK. Outlook will now file messages in this folder according to the settings you configured.


  5. If you prefer to archive messages in all folders rather than individually, select Archive all folders according to their AutoArchive settings. If you choose to do this, you need to go back to the Home tab, right-click one of the folders you want to set AutoArchive settings for, and then select Properties.


  6. In the Properties window, select the AutoArchive tab.



  7. Select Archive this folder using these settings, and then configure settings for how many months you want to keep messages and where to move old items.

Note: Use the AutoArchive settings to configure how messages are archived when you have AutoArchive turned on, and how emails are archived when you manually archive them using the AutoArchive settings.

How to Activate AutoArchive Manually

You can turn on AutoArchive manually or automatically. If you've already configured AutoArchive settings for all your folders as described above, you can turn on the archiving process right away.

Select File > Info > Tools > Mailbox Cleanup, and then select AutoArchive to activate the archiving process. It uses the AutoArchive settings you configured for each email folder.

How to Automatically Activate AutoArchive

In addition to triggering the archive process manually, you can set AutoArchive to run periodically.

  1. Choose File > Options > Advanced > AutoArchive Settings.


  2. In the AutoArchive Settings window, select Run AutoArchive every and enter how often you want AutoArchive to run.

    Note: You can configure settings to notify you when AutoArchive runs and choose to delete old email messages or move them to an archived PST file on your computer.


  3. Select OK and AutoArchive will run at the interval you set, so you never have to worry about your inbox taking up too much disk space.

Use Outlook Sweep to AutoArchive in Outlook Web

In Outlook Online, archiving messages is a manual process. A feature called Outlook Sweep helps you keep your inbox clean.

Note: It's impossible to change the age of messages you archive, but at least the scavenging feature allows you to archive all messages in your inbox that are older than 10 days. This will help you keep your inbox clean automatically.

  1. Open the inbox of the account where you want to archive email messages. Select the email you want to archive, then select Sweep from the menu.


  2. In the pop-up window, select Always move messages older than 10 days from the INBOX folder.


  3. Select the Move to dropdown menu and select Archive.


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