Manually archive email messages, contacts, and other items to an Outlook for Mac Data File (.olm) to easily reduce your inbox size. You can save an.olm file to any location on your Mac or on a different machine for safekeeping.

How to archive emails by year/month/date in Outlook?

This article is talking about archiving emails by a certain month, year, or date in Outlook.

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Attachments take up a lot of space, you can save attachments and then delete the email or save the email without the attachment. In Outlook, 'Filter' your emails by attachments. Click 'Email' or 'Filter Email' at the far right of the Home tab and choose 'Attachments' or 'Has Attachments', for later versions of Outlook you may have to click Apply. This guide will explain how to create a local folder within Outlook for Mac and archive messages from your IMAP mailbox to local storage on your computer. Adding a local folder for Archiving Mail. In the folders list for your account in Outlook you should see a heading for folders labelled On My Computer.

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Archive emails by year/month/date in Outlook

For example I need to archive emails received in May, I will show you the detailed steps to archive by the specified month/date/year in Outlook.

1. In the Mail view, type the search criteria received: May in the Instant Search box, and then specify the search scope in the Scope group on the Search tab. See screenshot:

Notes: (1) received: May means search emails received in May, you can change the May to other month name, such as Jan, Feb, etc.
(2) received: May means search emails received in May of any years. If you need to narrow the search scope and search emails in May of a certain year, such as 2016, you can change the search criteria to received: 2016/5/1.2016/5/31.
(3) For searching emails by a certain year, says 2015, please change the search criteria to received: 2015/1/1.2015/12/31.
(4) For searching emails by a certain date, says 2016/5/1, please change the search criteria to received: 2016/5/1.

2. Now all emails received in the specified month are found out in the mail list. Please select all search results, right click and select Move > Other Folder. See screenshot:

Note: You can select all emails in the mail list with selecting any email in the mail list and pressing Ctrl + A keys.

3. In the Move Items dialog box, please click the New button. 321 classic media player for mac. See screenshot below:

4. In the Create New Folder dialog box, please type a name (May in my case) for the new folder in the Name box, select an email account in the Select where to place the folder list box, and click the OK buttons to close both dialog boxes.

5. Now all search results are moved to the new Folder May. Go ahead to click File > Info > Tools > Clean Up Older Items (or File > Info > Cleanup Tools > Archive). See screenshot:

6. In the Archive dialog box, please do as below screenshot shown:

(1) Check the Archive this folder and all subfolders option;
(2) Click to select the new folder May in the below list box;
(3) Type Tomorrow in the Archive Items older than box;
(4) Click the Browse button to specify file name and saving folder for the archive file;
(5) Click the OK button.

7. In the popping out Microsoft Outlook dialog box, please click the Yes button.

So far emails have been archived by the specified month (or year, date) already.

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Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

• Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features..
• BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features..
• Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject..
• Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All.. Quick Report, Count Selected Mails..
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• To post as a guest, your comment is unpublished.
  Just wanted to say thank you. I'm dealing with 50GB (!!!) PST files because no one in our office knows how to Archive.
  I would run a rule to Copy files over in a specific date range, but you cannot do that for Sent items. Only Inbox (received) items. I was ready to pull my hair out.
  With your steps, I assumed that going into the Sent folder and typing in the search field Sent:2016 would sort all the emails for that year.
  Worked like a charm. You saved me hours of work and maybe I'll be able to enjoy what is left of my weekend.
  Thank you again,
  M

  • To post as a guest, your comment is unpublished.
    Hi Manny,
    (1) You are right to select the Sent folder.
    (2) You can not specify “Sent:2016” as date range for archiving.
    This is an article about archiving emails by year/month, hope it can solve your problem.
    https://www.extendoffice.com/documents/outlook/3950-outlook-archive-emails-by-year-month-date.html

Heavy Outlook PST Data File size or old items in Microsoft Outlook makes it slower and archiving email in Outlook helps to overcome from such issues. Storing a huge size of Outlook Data in Outlook is not a positive sign for your Outlook email client and somewhere it's hard to manage it.

So, what is archiving in Outlook?

In simply archiving means saving or backing up the old items of Outlook such as messages, contacts, tasks, calendars and others Outlook' database. In Outlook, we create archive PST file and reduce the size of an Outlook data file which put a good impact on Microsoft Outlook's performance. Through archiving feature in Outlook, users can build a new PST having a name of e.g. archive.pst, which can be accessed in the future. Means, it's a simple option to reduce the space of Outlook data file (.pst) instead of deleting mails from inbox.

Note: Archive PST File is the data file which keeps the entire archived database.

Does Archiving Reduce PST File Size?

Yes, Archiving is one of the best and efficient way in comparison to other techniques like Compact and Exporting.

Location of Archive Outlook Data File (.PST):

Archives also use the PST file format to save the archived database from Outlook. But a big question is that where archive files are stored in Outlook?The given below are the default location for newly created Archive Outlook PST file on Windows7/Vista and Windows XP:

Note: Location of Archive PST File varies according to version of Microsoft Windows.

Windows7/Vista: drive:UsersuserDocumentsOutlook Filesarchive.pst

Windows XP: drive:Documents and Settingsuser Local SettingsApplication DataMicrosoftOutlookarchive.psts

How to Archive PST File in Outlook 2010?

MS-Outlook provides two methods through which we can Archive Outlook Items:

• Manually: In this method, each time archive folder is created by user by executing the same procedure.
• Auto-archive: Automatically makes an archive of PST file after a specific time interval on a pre-defined location.

In this blog section, we will discuss briefly about the manual way to Archive Outlook Folders and their instructions.

How to Archive PST File in Outlook 2010:

Click on 'File' and go to the 'Cleanup Tools' from the drop-down menu.

By clicking on 'Cleanup Tools', you will get 'Archive' option (make a click on it).

Archiving Mails In Outlook For Macbook Pro

Now, a pop-up window will give you the option to select the folders or any of sub-folders to begin the archiving process, choose a folder from it.

Archiving Emails In Outlook 2011 For Mac

Note: In this new Archive's window, you can also select the archive folder other than a limited data and can provide a path for archived file to save it.

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Finally, press on 'Ok' button.

Archiving Emails In Outlook 2016

Archiving an Outlook PST File is effective technique to manage Outlook Database. It's also truth that an overflow of Outlook emails can mess up Outlook experience and can increase the risk of corruption or data lost in Microsoft Outlook.