Archiving Your Email in Outlook 2016 or 2019

 Archiving Your Email in Outlook 2016 or 2019

Archiving emails in Outlook 2016-2019 removes emails in certain date ranges and folders from the mail server and permanently stores them on your local computer.

Please note that any Outlook Archive File (.pst) must be stored on your local hard drive and should not be stored on any cloud storage platforms. Storing .pst files on the cloud causes them to become unstable and significantly increases the risk of the archive file becoming corrupted.  

The instructions and screenshots below are for Outlook 2016, but will work for Outlook 2019 as well. 

How to Archive your Emails in Outlook 2016 - 2019

1. Go to the Start menu in the bottom left hand corner of your desktop and scroll down until you see Outlook 2016. Open Outlook 2016.

2. Click on the File tab in the top right hand corner and select Cleanup Tools

3. From the Cleanup Tools menu, select Archive...

4. Select which folders you would like to archive. If you would like to archive every message in the email account, select the email address at the top of the window. You may also choose a specific folder to save the archive in. Click Browse... to select a different folder. Once you have made all of your selections, click OK. 

5. Look in the toolbar across the bottom of the Outlook window. You will see an archiving progress bar.

When that finishes you will be able to access your Archives from the navigation menu on the left, under the heading Archives.

*** Remember, emails archived are only visible on the computer they were archived on. You will not be able to see that folder on any other computer or in the Office 365 Online Mail App. 

Thanks for Reading...

Masud Rana