Archiving Old Emails in Outlook

Summary

This guide helps you troubleshoot and resolve: Archiving Old Emails in Outlook. Follow the steps below to fix the issue.

Common Causes

Prerequisites

• Sufficient disc space for the archive file.
• Outlook Desktop (recommended for AutoArchive and manual exports). See Setting Up an Email Account in Outlook (POP/IMAP/Exchange) for installation guidance.

Method 1: AutoArchive (Automatic)

1. Configure AutoArchive Settings

• Go to File > Options > Advanced.
• Scroll down to the Archive section.
• Click AutoArchive Settings….

2. Set Archiving Rules

In the AutoArchive dialog:

• Run AutoArchive every [X] days: set the frequency (e.g., 14 days).
• Show archive summary before deleting: check this to review what will be moved.
• Default archive file: note the path (usually C:\Users\<user>\Documents\Outlook Files\archive.pst). You can change the location if needed.
• During AutoArchive:
  • Move old items to: select this to move items (default action).
  • Permanently delete old items: use with caution. This deletes them, not archives.
  • Archive items older than: set the timeframe (e.g., 6 months).
  • Include items with “Do not AutoArchive” checked: usually unchecked.

3. Configure Archive Policy per Folder (Optional)

You can override the global AutoArchive settings for specific folders.

• Right‑click a folder (e.g., Inbox or Sent Items) in the left pane.
• Select Properties.
• Go to the AutoArchive tab.
• Choose either “Archive items in this folder using the default settings” or “Clean out items older than X months” to set custom rules for that folder.
• Click OK.

Method 2: Manual Archive (Export to PST)

1. Export to a .PST file

Use this if you want to manually archive a specific date range or folder immediately.

• Go to File > Open & Export > Import/Export.
• Select Export to a file > Next.
• Choose Outlook Data File (.pst) > Next.
• Select the folder to export from (choose your mailbox name at the top to archive everything).
• Check Include subfolders.
• Click Next.
• Choose a destination and filename (e.g., Archive-2024.pst).
• Under Options, select “Replace duplicates with items exported” (or your preferred option).
• Click Finish. You may optionally set a password for the file.

2. Finalising the Archive (Backup Strategy)

If you created the archive as part of a backup strategy, follow these steps:

• Close the archive file: in Outlook, locate the archive in the left navigation pane, right‑click the archive name and choose Close “<Archive Name>”.
• Copy the .pst file to an external hard drive or cloud storage.
• Remove it from Outlook via File > Account Settings > Data Files, select the archive and click Remove.

Method 3: Online Archive (Exchange / Office 365)

If your organisation has “Online Archive” enabled, you do not need to create local PST files.

• Outlook will display an “Online Archive” mailbox in the left pane.
• Emails are automatically moved here based on IT administration policies.
• This method stores data in the cloud, saving local disc space.

How to View Archived Emails

Viewing does not always require the archive file to be open in Outlook.

• If the file is loaded: locate the archive filename in the left navigation pane (below your main folders) and click to browse.
• If the file is closed: go to File > Open & Export > Open Outlook Data File, browse to your .pst and open it. It will appear in the left pane.

Best Practices

• Don’t archive to a network drive: PST files should be stored on a local drive. After archiving, move the file to network or cloud storage for safekeeping.
• Name files descriptively: include dates or project names (e.g., Warren_Home_Emails_Archive_2025.pst).
• Backup archives: once created, the PST file itself is a backup. Protect it with appropriate permissions and, if required, a password.

Troubleshooting

• AutoArchive not running: verify that “Run AutoArchive every X days” is enabled and that the interval has elapsed. You can manually trigger it via File > Info > Cleanup Tools > Archive….
• “File is in use by another program”: ensure the archive is not open in Outlook and that Outlook is fully closed before copying or moving the file.
• Errors during Export: often caused by a corrupted item. Try exporting individual folders to isolate the problem. Use SCANPST on the source file first. For further assistance with corrupted items, see Deleted email recovery.

When to Seek Further Assistance

If you reach your mailbox quota or the archive files become too large to manage, open a ticket for IT support to expand your storage quota or migrate data to a compliant server‑side archive.

Still Having Issues?