Outlook For Mac Archive Mail

Oct 08, 2020 This is in both Outlook and Apple Mail (both the client applications and the mobile apps) for the Archive button. If you’re using the Outlook client, you can also create a Quick Step action that marks all the selected emails as read and moves them to the Archive folder with one button click (or keyboard shortcut).

Outlook for Mac accounts connected to Exchange may sometimes get error messages stating that their Exchange mailbox is full. And IT support team may have to ask the email client users to delete unnecessary emails and attachments or to archive their mailbox data. Here, we will go through the causes of this issue and ways to deal with it.

Why the Exchange Mailbox is Full?

Outlook 2016 for Mac includes a new feature called one-click archiving. This feature allows you to quickly move an item from your Inbox or another folder to an archive folder. An archived item (or items) remains accessible, but doesn't clutter your Inbox. Jess begins with a tour of the brand-new Outlook for Mac interface and shows how to connect to Office 365 and Gmail email accounts. She then shares how to quickly create, send, and read email as well as reduce your inbox clutter. Plus, see how to best work with contacts, create and run meetings, and stay on schedule with calendars and tasks.

An Exchange connected user mailbox cannot accommodate more messages when its size reaches the mailbox quota allocated by the Exchange administrator for it. Then, users will have to reduce their mailbox size from the Outlook for Mac email client itself. Deleting unwanted emails and separating attachments from mails can help to some extent. However, a better approach would be to archive the old Outlook for Mac mailbox data and retain only the recent and most relevant items in the mailbox. Let us see how you can check the size of your Outlook for Mac mailbox folders and archive their items.

Instant Solution

Get Kernel for OLM to PST Converter, an automated tool to backup your important Outlook for Mac user data, including emails, attachments, calendars, etc. to Outlook PST.

Outlook Email Archive X can archive your emails in six different ways with further sub-options. One of the features of OEAX is to archive emails as native. Outlook Email Archive X for Mac. Manually move the email once to the folder that you want, say Archives by right-clicking the email and choose it or using Shift Cmd M. After that Archives will start showing as one of the options when you try to another move email.

How to Check the Size of Mailbox Folders in Outlook for Mac?

In Outlook for Mac, users don’t have the facility to check the size of the entire mailbox. They have to do it individually for each folder. For this, right-click the folder, select Folder Properties, and go to Storage tab on the Folder Properties dialogue box. Here one can view the size of the folder as well as the sizes of its subfolders.

How to Archive Outlook for Mac Mailbox Folder Data?

The method for archiving folders in Outlook for Mac is given below:

Begin by choosing one or more messages to archive.
From the top ribbon, select Archive.
Click on Continue on the prompt (This will let you create you a new archive folder).
Now, to set archiving rules go to Tools and select Rules, further select Edit Rules.
Then select Exchange from the left menu pane, then click on ‘+’ to add a new rule.
Assign a Rule name and specify the required conditions. Then click on OK to save the rule.
To apply the rule to a folder, select all its emails and click Message > Rules > Apply > Select Rule.

How to Backup OLM Files in PST?

Many OLM users may want to backup their OLM files as PST files. By doing so, they can access their emails in MS Outlook (Windows environment). The process is given below:

Begin by signing in to your Gmail account so as to configure the IMAP email account.
Then configure your Mac Outlook OLM file with the same Gmail account.
Now, create a Gmail label and then start synchronizing the OLM file with IMAP
Now, move all OLM file data to IMAP account and then move OLM emails from IMAP mailbox to MS Outlook PST

Also, you can opt for a third party tool Kernel for OLM to PST converter for the conversion of OLM files to PST. This tool helps you to convert OLM files to PST format. It helps migrate all Outlook for Mac items including emails, attachments, calendars, etc. to the Windows environment.

More Information

How to access archived emails in Outlook?

As we know, after archiving a folder in Outlook, older items in the folder are moved into archives folder. Sometimes, you may need to find out older emails or appointments, so that you need to open the archives folder. In this article, I will introduce how to access archived emails easily in Outlook.

Access archived emails from Navigation Pane
Access archived emails whose folders are not in the Navigation Pane
Archive Outlook items across multiple accounts into a data file with an amazing tool

Access archived emails from Navigation Pane

If you have opened the archived .pst file already in Microsoft Outlook, just shift to the Mail view, and then click to open the Archives folder or its subfolders in the Navigation pane. Then you can see the archived emails.

Access archived emails whose folders are not in the Navigation Pane

If you have not opened the archived .pst file in Microsoft Outlook, you need to open the archive folder before accessing archived emails.

Step 1: Click the File > Open & Export > Open Outlook Data File in Outlook 2013 and the newer version.

Note: In Outlook 2010 you need to click the File > Open > Open Outlook Data File, while in Outlook 2007 click the File > Open > Outlook Data File.

Step 2: In the Open Outlook Data File dialog box, find out and select the archived .pst file, and then click the OK button.

Step 3: Shift to the Mail view, and click to open the Archives Folder or its subfolders in the Navigation Pane. Then you can access all archived emails easily.

Note: Apart from archived emails, you can get the archived calendars, contacts, items, notes, etc. with pressing Ctrl + 6 keys simultaneously to show the folder list, and then click corresponding folders under Archives in the Navigation Pane.

Archive Outlook items across multiple accounts into a data file with an amazing tool

Here introduce an amazing tool – the Merge folders into data file feature of Kutools for Outlook for you. This tool can help to archive emails in different folders across accounts into a single data file.
Before applying the Kutools for Outlook, please download and install it firstly.

1. Click Kutools Plus > Merge folders into data file to enable the feature.

2. Then the Merge multiple folders into a data file window pops up, click the Add button to choose the folders you will archive.

Note: a dialog box will open at the same time to tell you this feature does not support the IMAP and Exchange account, please click OK to close it.

3. In the Please select folders window, check the folders you will back up into a data file and then click OK to finish this step.

Archive Emails In Outlook For Mac

4. Then it returns to the Merge multiple folders into a data file window, please choose a data file or create a new data file to locate the selected folders. If you need, specify a date range for the items, keep the folder structure and name, and then click the OK button.

Now, all the folders you specified have been archived into the new data file and displayed in the Navigation Pane, you can go to the Folders view to check for folders, see screenshot:

If you want to have a free trial ( 60-day) of this utility, please click to download it, and then go to apply the operation according above steps.

Get all attachments from archived emails in Outlook
It’s easy to save one or multiple attachments in one email in Outlook. But do you know how to save attachments in one archived email? And what if saving all attachments in multiple/all archived emails? Try solutions in this article.

Search archive folders in Outlook
By default, Outlook search emails in the current folder you are locating, you can also change to search all email folders in Outlook manually or automatically. But, if the archives folder does not show in the Navigation Pane, the searching won’t work for it, so you cannot search emails in the archive folders. With this tutorial, you will learn how to show the archive folder in the Navigation Pane and then search emails in it.

Change archive (.pst) file’s location in Outlook
As you know, you can archive emails, appointments, or tasks to the archive file manually or automatically in Outlook. However, do you know where the archive file is saved, and how could you change the archive file’s location in Outlook? The solutions in this article will help you get it easily.

Outlook For Mac Release Date

Cancel or turn off auto archive in Outlook
After enabling auto archive function in your Outlook, an auto archive dialog box will display on time to remind you of archiving the items. If you don’t want to keep archiving for Outlook items any more, you can turn off the Outlook archive function. This tutorial will show you how to manually cancel or turn off the auto archive function in Outlook.

Merge multiple archive pst files in Outlook
For example, you change to a new computer and add your email accounts into Microsoft Outlook with a new Outlook data file, but now you want to merge the old Outlook data file (.pst file) with the new one, how to figure it out? In this article, you will learn how to merge multiple .pst files into Microsoft Outlook.

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