Archiving moves old emails out of your inbox without deleting them

Archiving in Outlook moves a message to a separate folder so your inbox stays manageable, but you can still search for and find the email later. Unlike deleting, archiving keeps the message in your account permanently. When you archive an email, Outlook moves it to your Archive folder (in most versions) or to a folder you choose. You can retrieve an archived email anytime by searching for it or browsing the Archive folder.

The archive feature works differently depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac. The basic idea is the same: one click or keystroke removes the email from your inbox and stores it elsewhere. This is useful for emails you want to keep but don't need to see every day — receipts, old project notes, or messages from completed conversations.

Key Takeaways

  • Archiving removes an email from your inbox but keeps it searchable in your Archive folder or a custom folder you select.
  • In Outlook on the web and Outlook desktop, you can archive a single email or multiple emails at once by selecting them and clicking Archive.
  • Archived emails remain in your account forever unless you manually delete them from the Archive folder.
  • You can search for archived emails using the search box at the top of Outlook, and they will appear in results even though they are not in your inbox.

How to archive a single email in Outlook on the web

Open your inbox in Outlook on the web and click the email you want to archive. At the top of the message, you will see a toolbar with several icons. Look for the Archive button — it looks like a box with an arrow pointing down. Click it once. The email disappears from your inbox when ready and moves to your Archive folder.

If you do not see the Archive button in the toolbar, your account may be set up differently. Some Outlook accounts show a three-dot menu (called "More actions") instead. Click the three dots and select Archive from the dropdown menu. The result is the same: the email moves to your Archive folder.

How to archive multiple emails at once

Select more than one email by clicking the checkbox next to the first message, then holding Ctrl (or Cmd on Mac) and clicking the checkboxes next to the other emails you want to archive. You can also click the checkbox at the very top of your inbox to select all visible emails on that page. Once you have selected the emails, the Archive button appears in the toolbar at the top. Click it, and all selected emails move to your Archive folder at once.

This is faster than archiving emails one at a time, especially if you want to clear out your inbox after a project ends or a conversation finishes. You can select 5 emails or 50 — the process is the same.

Archiving in Outlook desktop for Windows

In Outlook desktop on Windows, click the email you want to archive. In the Home tab at the top, look for the Archive button in the toolbar. It is usually near the Delete button. Click Archive, and the email moves to your Archive folder. If you cannot find the Archive button, your version of Outlook may not have this feature enabled — check that you are using Outlook 2016 or newer.

To archive multiple emails in Outlook desktop, select them the same way: click the first one, then hold Ctrl and click the others. Once they are selected, click the Archive button in the Home tab. All selected emails move to your Archive folder at once. You can also right-click a selected email and choose Archive from the context menu if you prefer.

Where archived emails go and how to find them

When you archive an email, it goes to your Archive folder by default. In Outlook on the web, you can see your Archive folder in the left sidebar under your inbox. In Outlook desktop, it appears in your folder list on the left side of the screen. Click on the Archive folder to see all your archived emails. They stay there permanently unless you delete them.

To find a specific archived email without browsing the Archive folder, use the search box at the top of Outlook. Type the sender's name, a subject word, or any text from the email. Outlook searches both your inbox and your Archive folder, so archived emails appear in the results. Click on the email in the search results to open it, no matter where it is stored.

How to recover an archived email

If you archive an email by mistake, you can move it back to your inbox. Open your Archive folder and find the email you want to recover. Click it to select it, then click the Move button (or right-click and choose Move). Select your Inbox from the list of folders. The email moves back to your inbox when ready.

You can also drag and drop an archived email back to your inbox if you prefer. Click and hold the email, then drag it to your Inbox in the folder list on the left. Release the mouse button, and the email moves back. This works the same way in Outlook on the web and Outlook desktop.

The difference between archiving and deleting

Archiving and deleting are not the same. When you delete an email, it goes to your Deleted Items folder and stays there for 30 days before Outlook removes it permanently. When you archive an email, it goes to your Archive folder and stays there forever unless you delete it manually. Archiving is the better choice if you think you might need the email later but want it out of your inbox now.

Use archiving for emails you want to keep — receipts, confirmations, old project notes, or messages from people you may contact again. Use deleting for emails you are sure you will never need, like promotional messages or spam that got through your filters. If you are unsure, archive it. You can always delete it from your Archive folder later if you change your mind.

Frequently Asked Questions

Can I set up Outlook to automatically archive old emails?

Yes. In Outlook desktop for Windows, go to File > Options > Advanced, then scroll down to AutoArchive. Turn on AutoArchive and set how often you want it to run (for example, every 14 days). You can choose which folders to archive and how old emails need to be before they are archived. Outlook on the web does not have automatic archiving, but you can manually archive emails whenever you want.

What happens to archived emails if I delete my Outlook account?

Archived emails are part of your account, so they are deleted along with everything else if you close your account. If you think you might need archived emails later, export them to a file on your computer before you close your account. In Outlook desktop, go to File > Open & Export > Import/Export and choose Export to a file.

Can I create a custom archive folder instead of using the default Archive folder?

Yes. In Outlook desktop, you can create a new folder and move archived emails there instead. Right-click on your inbox in the folder list and select New Folder. Name it whatever you want (for example, "2024 Projects" or "Old Receipts"). Then move or drag archived emails into that folder. Outlook on the web works the same way — create a new folder and move emails into it manually.

Will archived emails still show up in my search results?

Yes. When you search in Outlook, the search looks through your inbox, Archive folder, and all other folders in your account. Archived emails appear in search results just like inbox emails do. You do not need to remember which folder an email is in — just search for it and it will appear.