Are you using the Right "Archive" in Outlook?
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- Опубликовано: 8 июл 2024
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In this tutorial I'll show you the different ways of Archiving mail in Microsoft Outlook. There is the Archive Button, Auto-Archiving, and Online Archiving (or In-Place Archive). Each of these Archives are a different thing, however, and have their advantages and disadvantages. What's the best way to archive your emails? After watching this video you'll understand which archive method in Outlook is the right one for you.
🔍 Why Archive?:
- Compliance and Legal Requirements: Different industries and countries have specific standards for data security and retention. Archiving can be crucial for legal proceedings or audits.
- Enhanced Productivity: A cluttered mailbox can slow down your search efficiency. Archiving helps maintain access to old messages while keeping the mailbox organized for quicker searches.
🗂 Archiving Methods in Outlook:
- "Fake" Archiving: Introduced in Outlook 2016, this method involves an 'Archive' button that simply moves emails to a special folder within your mailbox, not reducing the overall mailbox size. Ideal for keeping recent emails handy.
- Auto Archiving: A true form of archiving, Auto Archiving moves old emails to a separate PST file on your local computer, effectively reducing the size of your mailbox. Perfect for users with limited server space.
- Online Archiving / In-Place Archiving: A cloud-based solution that stores old emails on a server rather than locally. Accessible from multiple devices, it combines the best of both worlds - the efficiency of Auto Archiving with the accessibility of "Fake" Archiving.
00:00 What is the Best Way to Archive Emails in Outlook
00:31 Why Do You Need Archiving
01:52 The Archive Button in Outlook
03:05 How to Use AutoArchiving in Outlook
04:43 Online Archiving / In-Place Archiving
06:25 Wrap Up
LINK to Outlook License Requirements for Exchange Features: support.microsoft.com/en-us/o...
LINKS to related videos:
► Free Up SPACE & Clean Up Your Mailbox: • Use Outlook Archive to...
► More Outlook tutorials: • Outlook & Email Tips
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Great explanation Leila.
For all us:
⚠ Just don't forget if your local hard drive dies or get in troubles, your local PST file with all emails is also gone for ever.
So make sure you do backup on additional (portable) drive.
Though I knew about these, I like the clarity and simplicity you bring into your videos. I recommended your channel to my colleagues today. Keep up the good work. 👍🏻
Awesome, thank you!
I'm happy I found your channel. I love how you keep things simple and easy to understand and at a great pace!
I really learn a lot from your videos. To my surprise today, I noticed that our university, which has recently migrated us to Outlook, has linked us to your video to explain archiving. Your content is that good! Well done Leila!
Very helpful, really learned how to reduce the size of inbox to improve performance vs. just organizing emails into folders or "fake" archiving. Thank you!
Saved me a ton of time figuring out what to do with extremely old emails I dont need access to but wanted to keep. Thank you!
This is brilliant and very well explained. I'll be telling everybody :)
Thank you Leila
Stunning video! Organized and well presented by an obvious expert. Many thanks!
Great video, has been searching and this is the simplest explanation for me
Great refresher and nice motion graphics. good job!
Great, simple and clean. Thanks a lot
Awesome per usual!
Yup, Helped a lot. There was confusion about archiving..THANKS! As always a great video..
This was really helpful! Mircosoft has overused the word Archive when it comes to email and created a lot of confusion. I've been a victim of that confusion to colleagues about archiving and only at the end of our conversation we realise that we are talking about two different things!
Thanks Leila!
Always learning something new on your channel!
Happy to hear that!
thanks a lot for explaining the issue and features so well.
This video is so useful to get basic idea of archive functionailty!
simple, crisp, informative and helpfull
Thank you! This is GREAT!
Something to keep in mind for "Auto Archive" is that the aging is based on the Last Modified Date (not Date Received)! This confused me for ages - emails from 2018 were not moved to the archive - because I had "modified" them recently. If you see a rogue email, highlight it and press Ctrl-Enter, the Last Modified Date is displayed along with other attributes. Be patient, they will archive - eventually.
Just spent a few hours trying to figure out why my old emails are not being archived... Thank you very much!
Very clear and helpful. Thanks
OMG You're brilliant! Thank you so much. Explains a lot of issues I've been having.
Thank you for breaking this down - I was able to assist a coworker in archiving their old emails; there were thousands of emails.
Your video greatly helped in my explanation of the 3 different archive styles. Thanks again.
Glad it was helpful, Simon!
Thank you, this was helpful.
Thank you Leila! You are going get a lot of likes w/o asking, as you are doing amazing work of helping thousands like me in all of Office productivity areas! Cheers! 😊👍
Thank you so much Vijay!
Extremely helpful, thanks Leila!!
You're so welcome, Chris!
Thanks for sharing knowledge. You're amazing!
I appreciate that!
Excellent video Many thanks
Thanks again for being a saviour, Leila
Thanks! Your intelligence and clarity are appreciated?
Fantastic I always wondered what the Archive button did.
Thank you! This was very clear and helpful or me!
Thanks for the presentation… useful as always…!!!
@pinnėd by Leila Gharani
Lmao what a dumb spam bot
Very good tips, as usual 😊. Looking forward to learning PowerBI from you soon 😉
Very helpful, thankyou very much
Hi Leila. Interesting archiving options! Thanks for explaining the choices :)) Thumbs up!!
Almost too many choices :) Thanks Wayne!
Now I understand Archive properly, thanks 😀
Welcome 👍
Veey helpful and clear explanation..
Thats a great quality video
Thank you very much indeed.
Very Helpful Video
really helpful video
Helpful video, thanks
Thanks alot for explaining the differences in this tool Leila. I'm trying to make better use of Outlook.
You're very welcome, Anthony!
Leila - once again - very excellent presentation
Many thanks!
vERY INFORMATIVE VIDEO
Thanks!
great stuff
Thank u for the sharing such a valuable information.
Please make a video on Document Management System that are freely available and easy to install.
Thank you.
Very helpful Cheers
Glad to hear it, Reuben!
Thanks 👍
Wondelful! ♥♥
Great content, thank you! :) Just one addition info about pst/local archiving: it is dangerous in terms of possible hardware failure or file corruption. So its not a good idea to use pst at least to use it on a single computer. (If you want to use pst you have to take care about backuping that)
very nice and usefull keep it up mam👏👌👍
Thank you for this explanation !! This has always been confusing to me. The Fake Archive on the Outlook Ribbon seemed sketchy to me and now I understand why. Thanks again !!
Glad it was helpful, Stacey!
Obrigado 👏👏👏👏👏👏👏👏
That is very clear the way you explained it. I did not realize that the original idea behind archive is to save space! Question: do you know if there is a specific way to make an email "expire" in outlook? I keep a lot of coupons "just in case" and do not usually use them. It would be very cool if I could make them delete themselves on the expiration date.
Outstanding, simple but thorough explanation on the topic. Well done!
Thanks. That helped. We're transitioning from desktop Outlook to cloud based. Is it possible to create folders with subfolders and then choose which folders to archive an email when using cloud based Outlook? Thanks.
You explained the differences but could you pls explain more on online Archiving..any tricks /tips to make life easy. When i checked there are no rules / easy way to move bulk emails into online archive email box. Any help / video on that topic would be great
As you mentioned "compliance", many companies are no longer supporting PST "archives" via policies.
Great as usual Leila, Could you please share more details about online archiving and advise if fees are applied ? Online storage limitations ? How secure is it from confidentiality point of view ?
Thanks leila.
Any time!
This video clarified the basics of Archiving which I am sure many of us not very clear about. I have a doubt, in case of Online Archiving the extra space consumed for Archiving is not charged or the storage is subscription based ?
Hi Leila. What do you think about placing entire archive data file into the OneDrive folder? In my company its not allowed online archiving, but we have 1 TB od space at OneDrive. I just wonder if its not another option to stay synced across devices... Would it sync also on android phone..?
Thx for your reply :)
Thanks for clearing up the confusion.
My company does not allow for local archiving. I have to copy, or move my Outlook emails and folders to my 1 TB flash drive to have local copies …. Any ideas?
Question: can I archive multiple email accounts in the sane archive file, like organizing files by year?
Leila, you're so beautiful and helpful. I appreciate it. 🙂
Thank you! This is helpful 👏♥️
You're so welcome!
thks and have a good day Leila
Same to you, Mario.
Leila Gharani you helped me lots. You're my fav youtuber. Stay blessed!
My pleasure 😊
How does one get the Archive icon together with the delete and flag icons - far right column. Great video by the way.
@Leila Gharani I've been searching for hours for a way to enable my outlooks quick action steps, do you know what may be causing me to not have the option? I'm currently using Outlook 2021 the desktop version.
Thank you for the valuable info, i have a question : i use Manual Archive on monthly basis, however OUTLOOK Data File Size is 9gb (reduced always whenever i ARCHIVE) but on the hard drive the Sie is 38gb , is this normal ? Note: i use OUTLOOK for work email, which is GOOGLE Account.
I have a question Leila. For shared mailbox, is it mandatory to have license for Online archive? Because, I enabled Online archive for one Shared mailbox which doesn't have any license. Will it works or I have to assign license ? Please guide me.
*Informative video. But what I need is a place to store the emails of workers who have left the organization and provide these to all other workers who need to get information that person would've provided to them.*
Informative video. I would like to ask is there a method to save an email as a reference and how to easily find or retrieve this? For example there is an email with new policy that I want to be able to reference at a later time without having to find this within my inbox or creating yet another folder in outlook. Thanks.
You could create a category tag called [reference] and then tag the email with that reference.
Thank you Leila...you're always a "go-to" resource for straight forward MS issues.
Quick question...online true archiving is not available for Microsoft 365 Family, correct? I cannot find it on my account.
Correct, only for enterprise and business.
Hi, now we are using inplace Archive and inplace archive has storage limit as well. When it gets full, it will not work and the option to do is to use the manual Archive or Auto Archiving.
I have 1 question, is there a way to backup the inplace archive? we are trying to export it as .pst, but it is not working. Thanks in advance.
How to select multiple mail or select all for in place archive.
I am involved in a project to migrate 700+ laptops from Win 10 to Win 11. We're about 25% through and about three so far have used Outlook PST files to store emails. As already discussed in this thread, these are normally stored on the device's hard drive and that applies to the ones I have encountered do far.
What I have done is copy the PST file from legacy device to USB, then download from USB to new device's One Drive folder(C:\Users\FrozenHero\OneDrive). After that, I added the file to Outlook and Outlook/One Drive then downloaded emails once that was done.
It was simply expedient to do it that way and it hasn't done any harm - One Drive seemed like a good place to put it as it offers plenty of storage to Enterprise users. Is that "online archiving", or is there a more efficient way?
Ok but how do you set up those separate archiving locations? I don’t have those options on my outlook
Can we auto archive to specific archive subfolder?
Interesting
Can we setup policy that automatic emails will be archived if mail in inbox exceeds 48gb.. rather than doing it manually
Question: if you are using Archiving and you need to search for an “old “ e-mail, does the Outlook search function automatically search through the Archived folders as well as your in-box? Thanks.
Yes and no. On a regular use level imo, MS seems to have tried to incorporate the archived emails in search. But I have an email box that I have to use-- i can't search across subfolders, where by I can do so in my personal box. IDK if this is a result of using online archive.
Hello. When I move mails from Inbox. In online archives they moved slow even I select 3-4 mails
Hi. Whenever I write an email whether I’m replying or just creating one, my emails just automatically archive and whatever I’m working on disappears in to the draft folder. Then I go to my archive folder which is the fake archive folder in my original email maybe that I replied to is now in there. It’s so frustrating, is there any way to stop it from sending my stuff to archive while I’m just typing an email?
Could I locate my .pst file on OneDrive, Dropbox etc, so that it was accessible on all devices?
Can you make videos on Web outlook multiuser email and bookings meetings, adding people to the meeting when it comes.
When you are using online archiving your company Exchange Server account, you will not have access to those archived emails when you leave the company, correct? That is why I use the local archive and save off the data file to another drive periodically.
How do I can see my working or office email in the other laptop/PC when I will leave my current organization? Now I can see my email in the office laptop. When I will leave this organization, I want to see all email communication in my own laptop. How can I do it?
I have pst archive, after the recent update to office 365, not able to search anything under archive folders. It just throws no result.why.. I have pst file even before the office 365 update.
how do i get the archive folder on my hard drive?
How to use pop 3 mail on outlook in Mac?
Hey i have windows 10 and my laptop is very old so i request u to make a video on how we can make windows 10 high - tech and it doesn't hang while sharing screen in teams
I have archive 2021 in my computer , but I want to create the same sub folder name as archive 2021 , how to create it
When you delete users accounts on Microsoft admin can you still access their emails from the retention policy?
As an independent contractor (no company IT dept), can/how do we online archive using our OneNote account?