how to create archive folder in outlook 2016

Remember, you’ll have to perform this function on each desired folder also, Outlook uses “Last Modified Date” to archive, not “Received Date.”ĥ. Select the preferred mail folder, click Messages> Rules> 180 Day, Auto Archive, and wait patiently while your email account reorganizes itself. If you set a new rule that all emails over six months old will be archived, don’t let aging messages received before that rule was implemented continue to clog up your Inbox. Run the new rule on existing email folders. In older versions of Outlook, clicking Tools>Options>Other>Auto Archive brings up a similar set of options.Ĥ. Under the When a new message arrives menu, change Date Received (we suggest 120-180 days) and then change Do the Following to a defined action like “ Move Message + Archived Mail.” Click the check box for Enabled and click OK. Define the time limit and destination for emails eligible for archiving. Name the rule something meaningful and recognizable, like “120 Days, Auto Archive.”ģ. Click on Tools > Rules, select Exchange from the On My Computer section, and click the + near the bottom of the window. In older versions of Outlook, you can select File>Archive and change the date under Archive items older than.Ģ. Name the folder Archived Mail or something else that’s easily recognizable. Right click on the On My Computer heading at the bottom of your folder list and choose New Folder. pst (Personal Folders) file to hold Archived Mail.

CMIT Solutions recommends that you or your IT support team follow the five (5) steps outlined below to change Auto Archive’s settings.ġ. Exceed 2GB of storage in an overstuffed Inbox and Outlook really starts to run slow. But if you get hundreds of messages per day and don’t delete them or move them from your Inbox, you run the risk of sabotaging your account.

Outlook’s Auto Archive function is set to automatically back up Deleted Items, Sent Items, and expired tasks and calendar items. You might be shocked to discover just how bloated it is.įor most versions of Outlook, clicking on File > Folder > Properties > Storage - or right-clicking on any folder and selecting Properties - will display the total size not only of a chosen folder but also of any associated subfolders.

Ever notice that your Microsoft Outlook account has slowed to a crawl? Basic email functions like Send/Receive acting a little funny? Consider checking the size of your mailbox.

How to create archive folder in outlook 2016