Facebook Twitter Google+ LinkedIn No matter how much free space left in the mailbox quota of users, Archiving is recommended for plenty of reasons. This includes primarily sorting, folders having a large amount of data are hard to sort. Search feature in Outlook gets affected when the user carries large folders in their inbox, also re-indexing large folders take much of the time. In such context, moving messages from large folder to sub-folders might help organize, but it fails to prevent the indexing or reliability issues that Outlook faces.
By default, older Outlook items archived automatically on a regular interval. To learn more about AutoArchive, see Use AutoArchive to back up or delete items. You can also manually back up and archive items, in addition to AutoArchive or as a replacement.
Archiving is a process where messages of a certain period or date have moved to a specific folder or storage place defined by the user. This helps Outlook to run efficiently and index swiftly between folders. In this section we will make you familiar with solution to solve queries like how to archive emails in Microsoft Outlook 2011 for Mac. Method 1– If your inbox folder in Outlook 2011 for Mac is reaching its prescribed limit then one thing you can do is create an Archive folder. To do this follow under mentioned simple guidelines:. First, you need to enable “On My Computers” folders for this click on Outlook and select ‘Preferences’. From Personal Settings tab, select “General”.
Now click on “Hide on my computer folders” option. There is an inbox in the navigation window named as “On My Computer”, right click on it and choose “New folder” and name it as “Archive”. An Archive folder has been created, select all emails that you want to archive and right click on them, choose ‘Move’ Archive (On My Computer). Method 2- The Second method to archiving emails in Outlook 2011 is archive email folders. This provides an easy in restoring all folders in future.
Select respective folder you want to archive. Note: Outlook does not allow selecting multiple mail folders at a time, therefore users have to select one folder at time for archiving.
Now drag the selected folder to the desktop or a destination of archiving. Wait until folders get successfully copied to the destination location.
Note: While copying large sized folder might take time. Also make sure to copy the top most folders and all of its sub-folders because copying top folder will not copy its sub-folders automatically. Important: Outlook might not perform well while copying folder larger than 2.15 GB, if you have folder of such large size, then you must split it before copying it to archive folders. Method 3- Users can also archive single email messages in Outlook 2011 for Mac that further provides ease for searching and accessing to single email messages. Select a particular email folder you want to archive. Press Ctrl + A to select all emails or one can also choose ‘Select All’ from the Edit menu.
Select and drag all messages to drop into the folder created for archiving. Note:From above suggested methods first 2 (Method 2 & 3) will not delete the items from Outlook; instead they will save a copy of emails on the server. And the last method is to delete the archived folders from Outlook by right clicking on it and selecting ‘Delete’ option.
Outlook 2011 for Mac has no native archive function built in. At my office we use two different methods. Method 1: Purchase and follow it's instructions. This is basically an app that can automatically launch at or after a set time each day then automatically move email older than (or whatever rule) X amount of days from your mailbox to local 'On my Computer' folders in Outlook. This is very handy if you have a hard time remembering to move older emails or, if you're like the majority of our users, have dozens (or more) of folders in your mailbox. Method 2: This is the free method but it lacks the automatic archiving of OEAO. The gist of it is that you're exporting your entire mailbox (inbox, sent, etc) and reimporting it to create a perfect archive that you can manually add to over time.
Choose File Export. Choose 'Outlook for Mac Data File (.olm)'. Select the item types (we typically just select Mail) and continue. You'll be asked if you want to delete everything after exporting. We choose no but you might choose yes, this is a personal preference.
Specify the location and name of the exported file and click Save. Outlook will often freeze while doing this, however even though it's unresponsive it IS actually working. Be patient during this step. Once the export process is complete, click on File Import.
Choose Outlook Data File (.pst or.olm). Select Outlook for Mac Data File (.olm). Find the file that you created in step 5 and click Import.
Again, this step will seem unresponsive until it completes. Click Done once Outlook finishes importing. Expand the 'On my Computer' section in the left of Outlook and verify that your mail folders are there. Once you're sure that the email has been copied over to the 'On my Computer' section you can now safely remove however many old emails as you desire. Going forward, you can drag/drop emails from your main mailboxes to the corresponding mailboxes in 'On my Computer' to copy them to your local archive.
Be sure to go back and then delete them from your main mailbox to free up space in your account. If the On My Computer directory does not show up on the left panel, click Outlook on the menu, select Preferences, select General under Personal Settings, and uncheck the box for Hide On My Computer folders. As always, please about features such as this that you wish to see in future versions of Outlook for Mac. Maybe it is the terminology.
The Outlook has a 'On my Mac' directory. Those folders and emails reside on your Mac- you could call them Archive. Consequently they are already archived since they are not obeying the IMAP rules and activity in the email folders (that are online folders). So, just create a new folder name it Archive (or anything you choose) under the On my Mac, and drag emails from your emails folders under your account(s)and inbox in to it. That action will move the email from its current location (online) to your hard drive. Our office was facing issues due to frequent switching between Macs and the PCs.
Our team is badly dependent on Outlook for almost every bit. The cross-platform migrations was not only time-consuming but also often led to loss of emails.
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