How to archive emails on Outlook 2013 and 2016

How to Archive Folders

Two Methods:

No matter what you use your computer for, sooner or later you will want to archive some of your folders that contain information you want to keep but that you rarely access. Archiving your folders, especially if you compress, or zip them first, will separate the files you’re actively working on and free up disc space on your hard drive. Archived folders are stored in a special folder or location, and they are still easily accessed. In the Windows system, you can archive folders without compressing them. The Mac operating system allows you to compress (sometimes referred to as “zip”) files and folders, which is the same as compressing them; the Mac OS considers a compressed or zipped folder to be archived.


Archive Folders in Windows

  1. Compress your folders when you archive them.If you don’t compress them, they will take up the same amount of disc space. Windows gives you the option to compress your folder at the same time you archive it.
    • Open the folder you want to archive
    • Click “Organize” on the top menu bar then click Properties
    • Click “advanced.”
    • Click “folder is ready for archiving.”
    • Click “compress contents to save disk space.” (This step isn’t required to archive the folder, but it is advisable.)
  2. Specify exactly what you want to archive.You will be given two choices:
    • Apply changes to this folder only, or
    • Apply changes to this folder, subfolders and files
  3. Re-open archived folders.If you ever want to access your archived folders, simply double-click on the folder. Windows will open it for full view, but you will have to repeat the archival steps again once you have opened it.

Archive Folders on a Mac

  1. Find the folder you want to archive.
  2. Scroll down the “File” menu to “Compress folder” and click.
  3. Double click on the folder to reopen it.The folder will remain compressed until you do so, which frees up disk space for you.

Community Q&A

  • Question
    After archiving, the folder is not showing in my computer. What can I do?
    wikiHow Contributor
    Community Answer
    Check in your trash folder. Perhaps you accidentally deleted it.
Unanswered Questions
  • Is this archiving method only for Gmail?
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  • Archiving folders allows you to keep your ongoing and your completed work separate. Using the archive function will also speed up your search results because there is much less data to sift through.
  • Save even more disc space by being selective about the files and folders you keep.
  • Use the compress or zip function for all files except those with MP3, GIF, JPEG or other compressed file formats. Those kinds of files are already compressed, you won’t be able to reduce them further.


  • Archiving and compressing does not equal backup. Always back up your work on a removable disc, flash drive or store it in the cloud. If your computer crashes, your archived folders will not be protected.

Video: How to Archive your Outlook 2010 Email

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