Are you using the Right 'Archive' in Outlook?

In this tutorial I'll show you the different ways of Archiving mail in Microsoft Outlook. There is the Archive Button, Auto-Archiving, and Online Archiving (or In-Place Archive). Each of these Archives are a different thing, however, and have their advantages and disadvantages. What's the best way to archive your emails? After watching this video you'll understand which archive method in Outlook is the right one for you.

🔍 Why Archive?:
- Compliance and Legal Requirements: Different industries and countries have specific standards for data security and retention. Archiving can be crucial for legal proceedings or audits.
- Enhanced Productivity: A cluttered mailbox can slow down your search efficiency. Archiving helps maintain access to old messages while keeping the mailbox organized for quicker searches.

🗂 Archiving Methods in Outlook:
- "Fake" Archiving: Introduced in Outlook 2016, this method involves an 'Archive' button that simply moves emails to a special folder within your mailbox, not reducing the overall mailbox size. Ideal for keeping recent emails handy.
- Auto Archiving: A true form of archiving, Auto Archiving moves old emails to a separate PST file on your local computer, effectively reducing the size of your mailbox. Perfect for users with limited server space.
- Online Archiving / In-Place Archiving: A cloud-based solution that stores old emails on a server rather than locally. Accessible from multiple devices, it combines the best of both worlds – the efficiency of Auto Archiving with the accessibility of "Fake" Archiving.

00:00 What is the Best Way to Archive Emails in Outlook
00:31 Why Do You Need Archiving
01:52 The Archive Button in Outlook
03:05 How to Use AutoArchiving in Outlook
04:43 Online Archiving / In-Place Archiving
06:25 Wrap Up

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#outlook #getorganized

[sanelfejzic]

Great explanation Leila.
For all us:
⚠ Just don't forget if your local hard drive dies or get in troubles, your local PST file with all emails is also gone for ever.
So make sure you do backup on additional (portable) drive.

[Krish-jmve]

Though I knew about these, I like the clarity and simplicity you bring into your videos. I recommended your channel to my colleagues today. Keep up the good work. 👍🏻

[khavita]

I really learn a lot from your videos. To my surprise today, I noticed that our university, which has recently migrated us to Outlook, has linked us to your video to explain archiving. Your content is that good! Well done Leila!

[ianbennett]

Something to keep in mind for "Auto Archive" is that the aging is based on the Last Modified Date (not Date Received)! This confused me for ages - emails from 2018 were not moved to the archive - because I had "modified" them recently. If you see a rogue email, highlight it and press Ctrl-Enter, the Last Modified Date is displayed along with other attributes. Be patient, they will archive - eventually.

[simontailor]

Thank you for breaking this down - I was able to assist a coworker in archiving their old emails; there were thousands of emails.

Your video greatly helped in my explanation of the 3 different archive styles. Thanks again.

[GiteshBajaj]

Yup, Helped a lot. There was confusion about archiving..THANKS! As always a great video..

[vijayarjunwadkar]

Thank you Leila! You are going get a lot of likes w/o asking, as you are doing amazing work of helping thousands like me in all of Office productivity areas! Cheers! 😊👍

[mike_cluett]

Saved me a ton of time figuring out what to do with extremely old emails I dont need access to but wanted to keep. Thank you!

[bobgong]

Very helpful, really learned how to reduce the size of inbox to improve performance vs. just organizing emails into folders or "fake" archiving. Thank you!

[josephkila]

Great video, has been searching and this is the simplest explanation for me

[sajeerashraf]

This video is so useful to get basic idea of archive functionailty!

[R.Einzbern]

I'm happy I found your channel. I love how you keep things simple and easy to understand and at a great pace!

[kyfuymh]

Great refresher and nice motion graphics. good job!

[huplim]

Thanks Leila!
Always learning something new on your channel!

[anthonysais]

Thanks alot for explaining the differences in this tool Leila. I'm trying to make better use of Outlook.

[ChocolateMediaFilm]

Thanks! Your intelligence and clarity are appreciated?

[ksrajavel]

Thanks again for being a saviour, Leila

[samuelbankole]

This is brilliant and very well explained. I'll be telling everybody :)
Thank you Leila

[kentwright]

Stunning video! Organized and well presented by an obvious expert. Many thanks!

[rpkamat]

simple, crisp, informative and helpfull