How to Archive Old Mail Automatically Using Outlook

If you let a mailbox get too full, you risk losing the ability to send or receive mail. Keep your mailbox under control in Outlook by using AutoArchive to delete old items or move them into Archive folders. AutoArchive also serves as a backup for email. Follow these steps to automatically archive old mail in Microsoft Outlook.

Difficulty: Moderate

Instructions

1. Open the Tools menu and click "Options." Choose the "Other" tab. Find AutoArchive next to a little file cabinet. Click it.

2. Decide how often you want AutoArchive to run in Outlook. Place a checkmark next to "Run AutoArchive every __ day." Choose a frequency between every day and every 60 days.

3. Choose options to run "During AutoArchive." You can elect whether to delete expired items, archive or delete old mail and whether to show the archive folder in your folder list.

4. Determine how often you want to clean out older items. Decide whether to move old mail somewhere else on your computer or permanently delete it.

5. Click "Apply these settings to all folders now," and then "OK."

6. Set up AutoArchive for individual folders in Outlook if you prefer. Make certain your folder list is open. Right-click on the folder you want to AutoArchive, and then choose "Properties." An AutoArchive button allows you to choose whether to use AutoArchive on the folder, use the default settings or establish new settings for handling old mail.

7. Run AutoArchive any time your Inbox grows too full by choosing that option in the Mailbox Cleanup dialog box in the Tools menu.

Tips & Warnings

• If you're looking for something that's been archived, find the Archive folder under the Folder List.
• AutoArchive can also work with your calendar and tasks in Outlook.