Are you feeling overwhelmed by the sheer amount of emails you have to manage every day? It can be a daunting task to keep track of all your emails especially when you’re using a platform like Outlook 365. But don’t fret – archiving your emails is a great way to keep your inbox organized. Here’s how you can do it:
Setting Up Archive Folders
To archive emails in Outlook 365 you first need to create an archive folder. This will be the folder where you store all your emails that you don’t need immediate access to. To create a folder go to your inbox and click on the ‘Folder’ tab. From here you can create a new folder and name it ‘Archive’ or something similar.
Once you’ve created your archive folder you can start archiving your emails. To do this simply select the emails you want to archive and drag them into the folder. You can also right-click on the emails and select ‘Move to Folder’.
|Create Folder||Go to Folder tab|
|Archive Emails||Drag emails into folder or right-click and select ‘Move to Folder’|
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Automating Folder Archive
Are you one of those organizational wizards with a penchant for keeping everything oh so neatly tucked away in its proper place? If you’re an Outlook user – chances are you might want to take this virtual organizing to the next level by automating the folder archiving process.
Since the dawn of email the need to keep our inboxes clean and clutter-free has been a bit of a battle. That’s why Outlook 365’s automatic folder archiving functionality can come in so handy. It helps us keep our sanity frees up space and makes searching for that important email from 8 months ago so much easier.
But aside from the practicality of it all there is also a certain satisfaction that comes from automating the mundane. We’ve all seen those TV shows where the main character presses a button and miraculously everything on their desk is tidied away. Now you can experience that same satisfaction just by a few clicks of a mouse.
For the ins and outs of how to set up the folder archive automation in Outlook 365 keep reading to find out more.
Archive Options: Dive into the Depths of Your Mailbox
Outlook 365 offers a range of ways to archive emails. Sure the manual method may be a tedious and time-consuming affair but the pay off is guaranteed when you have an arranged and organized filing system. For the sake of ease we’ll suggest the automated archiving feature but that’s not to say you won’t find some helpful manual techniques further down the line as well.
If you’d like to speed up the process what you’ll want to use is the built-in (but sometimes oh-so-elusive) auto archive feature. This can be switched on in just a few simple steps and you’ll be on your way to achieving discerning mail order. It will help you to sort the mail out into folders determined by how long you’ve had it and how likely you are to be searching for it later.
On the other hand if you’d like to take the plunge and wade through your emails manually this could be your path to success. Having a browse through your emails and using the search bar to find those you want to save is a way to go. If this seems daunting at first don’t worry—just take the plunge and have faith! The main idea here is to transfer messages from the ‘inbox’ folder to a folder with a more enduring name such as ‘important correspondence’. It’s up to you to determine which messages you want to keep for posterity and make sure you set aside some time for the job!
Without a doubt archiving your emails with Outlook 365 is a great way to maintain some semblance of order in what can sometimes feel like an uncontrolled wilderness of data. Whether you choose to do it manually or to enlist the services of the in-built auto archive it should be an enjoyable and rewarding experience.
Go get ‘em! Happy archiving!
Searching Through Archive Folders
Ah we all know the familiar feeling: you need to find that email from 4 months ago but with all your folders and sub-folders it’s almost impossible to remember where you stashed it. Outlook 365’s archive folders to the rescue! Here’s a quick guide to searching your archive folders in no time guaranteeing you a sense of accomplishment and pride in your documenting powers.
For starters it’s important to understand where your archived emails go. Whenever you are no longer actively using an email it will be transferred to the ‘Archive’ folder. Here it’s accessible and searchable. You can access these files using the Archived section of the folder list or you can search through them independently by using the search tool.
The search tool can help you find the most buried of emails in a matter of seconds. You can search by sender name subject date or size. You can even refine your search by selecting options like Unread/Read Attachments and File Types. In order to explore your archive folders first click the search box select ‘More options’ and then choose ‘Archive.’
The ‘Archive’ folder will open and display all of your archived emails from the past. You can then scroll through or use the search options you turned on above to narrow your search. Whether you’re searching for specific emails or want to reduce clutter checking your archive folders can be quick and easy.
However if you are looking for attachments then you may want to double check that they are still in the email. If not then you’ll have to search through your archives manually in order to find them as Outlook won’t include attachments in search results.
So there you have it! Searching through archive folders with Outlook 365 doesn’t have to be time-consuming – it can take no more than 5 minutes from start to finish. So get archiving and organizing now!