Table of Contents
Introduction
Outlook includes an Archive feature that allows users to move messages out of their Inbox while keeping them available for future reference. Archived messages remain searchable and accessible within Outlook and across devices. This article is intended for those who use Outlook and want to organize their email by moving messages to the Archive folder without deleting them.
What Does Archiving Mean in Outlook?
In Microsoft 365:
- Archiving moves messages to the Archive folder
- Archived messages remain in your mailbox
- Messages are still searchable and accessible on all devices
- Moving messages to an archive does not reduce mailbox storage
The Archive folder is a default Outlook folder and cannot be deleted.
Archive Messages
- Open Outlook.
- Select one or more email messages.
- Select the Archive button from the toolbar or select Move to button then select Archive.
- The selected messages will be moved to the Archive folder. A notification will briefly appear, allowing you to Undo the action if needed.
Accessing Archived Messages
- Archived messages are located in the Archive folder in Outlook
- Appear in search results by default
- Are accessible on mobile devices and Outlook on the web
Important Notes
- Archiving is used for organization, not storage reduction
- Messages in the Archive folder remain subject to:
- Retention policies
- Compliance rules
Common Issues & Troubleshooting
- Archive button not visible
- Ensure you are using Outlook with a Microsoft 365
- Archiving does not remove messages from the mailbox