How To Guide
How to Archive Old Emails Without Losing Them
Archiving moves emails out of your inbox without deleting them. They're searchable and accessible whenever you need them.
Overview
Archiving is different from deleting. Archived emails are removed from the inbox but remain in your account, fully searchable and recoverable.
Step 1: Gmail Archiving
Gmail makes archiving simple and powerful.
1
Archive in Gmail
- Select emails by clicking the checkbox
- Click the Archive button (box with down arrow)
- Or swipe right on mobile to archive
- Archived emails move to 'All Mail' label
- Search works across archived emails — they're always findable
- To find archived emails: search normally or check 'All Mail'
2
Bulk Archive
- Search for old emails: 'before:2024/01/01' in the search bar
- Select all with the checkbox → 'Select all conversations that match'
- Click Archive to clear them from inbox
- Use labels before archiving for better organisation
- Set up filters to auto-archive certain emails (e.g., newsletters)
Step 2: Outlook Archiving
Archive in both desktop and web Outlook.
1
Outlook Archiving
- Select emails and press Backspace (or click Archive button)
- Emails move to the Archive folder
- In Outlook desktop: File → Cleanup Tools → Archive
- Choose folders and date range for bulk archiving
- AutoArchive: File → Options → Advanced → AutoArchive Settings
- Set automatic archiving schedule (e.g., items older than 6 months)
2
Create a Local Archive (PST)
- Outlook desktop: File → Open & Export → Import/Export
- Choose 'Export to a file' → 'Outlook Data File (.pst)'
- Select the folder to archive
- Choose destination and set a password if desired
- This creates a local file you can store on an external drive
- Useful for long-term storage of very old emails
Step 3: Email Management Tips
Keep your inbox manageable long-term.
1
Inbox Zero Strategy
- Process every email: Reply, Archive, Delete, or Snooze
- Don't use your inbox as a to-do list — use a task manager
- Unsubscribe from newsletters you don't read
- Set up rules to auto-sort or auto-archive routine emails
- Schedule 2-3 specific times per day to check email
- Archive everything you've dealt with — don't leave it in inbox
3
Search and Retrieval
- Gmail: Use operators for precise finding — from:, to:, subject:, has:attachment
- Outlook: Use Advanced Find with multiple criteria for complex searches
- Create search folders in Outlook to save frequently used searches
- Use labels and categories BEFORE archiving for easier retrieval
- Archive emails by project or client for grouped retrieval
- Test searching for archived emails to verify they are findable
4
Legal and Compliance
- Check industry-specific retention requirements before setting deletion policies
- Financial services: Typically retain business emails for 5-7 years
- Legal correspondence: Retain for the duration of any potential claim period
- GDPR: Do not retain personal data beyond your stated retention period
- Consider compliance archiving: Mimecast, Barracuda, or Proofpoint
- Export and separately archive emails related to contracts or regulatory matters
Need Professional Help?
Our engineers provide expert assistance with setup, troubleshooting, and ongoing support for businesses and individuals across Cornwall.