How to Archive Emails in MS Outlook 2016 manually?

Understanding the Archive Feature in Outlook 2016

Outlook 2016 offers both manual and automatic archiving (AutoArchive) options. Manual archiving provides you with control over which items to archive and where to store them, while AutoArchive automates the process based on predefined settings. It’s important to note that if your Outlook profile is connected to an Exchange Server and your organization uses Microsoft Exchange Server Online Archive, the Archive feature may be disabled or function differently.

How to Archive emails in MS Outlook 2016 manually?

No matter whether your AutoArchive option is enabled or disabled, you can archive your emails and other items in MS Outlook 2016 manually by performing the following steps.

• Go to File and click on Info.

• Under Info, click on Cleanup Tools and choose Archive option just below the Empty Deleted Items Folder.

• Here in the Archive dialogue box, opt for Archive this folder and all subfolders. And select the folders you want to archive. You can also archive your email items based on date range. Now provide the destination path to save the archived data to a particular location.

• Finally, click on OK button to begin the archiving process.

Adjust AutoArchive in MS Outlook 2016

AutoArchive is one of the essential features of MS Outlook. It provides facility to the users to enable or disable the AutoArchive feature as per their individuals’ preferences. Follow these steps to adjust AutoArchive in MS Outlook 2016:

• Click on File tab, and then Option.
• Under the Option, click on Advanced.
• Here in the AutoArchive section, navigate to AutoArchive Settings
• Now, in the AutoArhive dialogue box, check entire boxes for auto-archiving emails and other items else uncheck if you want to disable it. And click OK to save your changes.

Location of Outlook Archive Files:

The location of an archive.pst file depends on the OS installed on your system. The default locations of the Archive files are:

In Outlook 2016, 2013 and 2010

• Win10, 8, 7, and Vista:  C:\Users\<user name>\Documents\Outlook Files\archive.pst
• Win XP:   C:\Documents and Settings\<user name>\Local Settings\Application Data\Microsoft\Outlook\archive.pst

In Outlook 2007 and entire earlier versions

• Win 7 and Vista: C:\Users\<user name>\AppData\Local\Microsoft\Outlook\archive.pst
• Win XP:  C:\Documents and Settings\<user name>\Local Settings\Application Data\Microsoft\Outlook\archive.pst

Archive PST file gets corrupted? Take professional help:

As we know that Outlook PST files are vulnerable to corruption due to many reasons, such as virus or malware attack, oversized PST files, abrupt system shutdown, sudden shutdown of Outlook program, etc. Hence, if the archive PST file gets corrupted due to any of the mentioned errors, you can opt for a reliable and result-oriented PST Recovery tool to recover the archive PST file and other items effortlessly. Some of the advanced features of the Outlook PST Repair tool include:

1. Capable to recover severely corrupted PST file and its associated data items, including emails, attachments, appointments, drafts, notes, contacts, calendars, etc.
2. Embedded with advanced scanning and repair algorithms.
3. Allows multiple saving options, including PST, MSG, MBOX, HTML, DBX, etc.
4. Compatible to work with all editions of MS Outlook and MS Windows, including Outlook 2016 and Win10.

Conclusion

In conclusion, effectively managing your mailbox in Microsoft Outlook 2016 through manual archiving is essential for maintaining optimal performance and ensuring the security of your important data. By following the outlined steps to manually archive emails and configuring AutoArchive settings to your preference, you can prevent your mailbox from becoming cluttered and unmanageable. Regular archiving not only streamlines your Outlook experience but also safeguards your information by storing it in organized, accessible archive files. Remember to periodically check the location and integrity of your archive files to prevent potential data loss.

About The Author:

Andrew Tie

Andrew Tie is a vastly experienced tech journalist who enjoys taking apart complex technology for a broad audience. Over more than a decade in the technology sector, Tie is good at making complicated technical concepts lucidly clear; enabling readers through engaging content. During his writing career so far, Andrew has written for several tech publications, right from industry-leading journals to popular tech blogs. Clarity, precision, and the ability to bridge technical vocabularies with everyday understanding mark his work.