Summary: This article focused for those who are
seeking information regarding the successful archive process for their Outlook
messages. It is a useful process to eliminate unused data items from Outlook Mailbox.
In MS Outlook, users can
reduce the size of mailbox. It also helps you to improve the performance of MS Outlook
application.
Factors
to Initiate Archive Process in MS Outlook:
Before we deliberate the
method for archiving the emails, I will tell you the reason why actually we
need to Archive our Outlook Emails. As there are so many reasons but I will
discuss the major causes.
1. The
very first reason is to keep the mailbox space free as it does not take time to
reach its size limit.
2. To move
your less needed data to safe place so it can be accessed when needed.
3. To
keep your mailbox manageable.
Process
to Archive Emails/PST in Outlook 2016:
The entire process takes two
phases, such as:
- Set Preferences as per your need
- Execute ‘Auto Archive’
Phase
1: Set Preference for Archive Process
MS Outlook offers a new
feature in Outlook 2016 of Auto – Archive, which archive the PST file on daily
basis. However, as per your preference you can change the settings.
Step
1:
Go to File, click on options.
Step
2:
New Outlook options tab appear, click on advanced.
Step 3: In advance section, click on
AutoArchive Settings.
Step
4:
Select the Auto Archive options, here you will be able to change its settings
according to your preference.
Step
5:
Click OK to save the settings.
Phase
2: Execute Auto Archive Process in MS Outlook
Step
1:
Firstly, Open Outlook and Go to File>
Info
Step
2:
Now click on the Cleanup tools which
is mention next to mailbox cleanup tool and then select Archive
Step
3: Select
the folder which you want to archive. If you will select ‘Outlook’ all the items in the Outlook will be moved to a new data
file.
Step
4: Choose
your Archive option, like item date. Here you can change how old email or other
mailbox data have to be before they get archived. Also you can select a PST
file or create different PST file.
Step
5: Choose
the location where you want to save the archive items and Click OK, Now the Outlook will start
archiving your mails and other items which you have selected.
You
can easily archive your mailbox by following the above steps when you want and
also you can move the archive mails to another location to save the space. The
archive folder stays in your mailbox So when you want to access those items
just search and open PST file.
Alternative Solution:
Microsoft offers a ‘Archive’
button in all versions of MS Outlook but not efficient as works in Outlook
2016.
Another thing, if you need
high level of PST file management to avoid risk of damage in Outlook PST file
then third party software is more reliable.
Personally, I can recommend
to try free demo of Stellar Phoenix PST File Splitter software. You can easily
get free download copy i.e. available on:
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