ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

How to add or create an archive file to manage Inbox size in Microsoft Outlook

Updated on November 2, 2013

Understanding The Archive File

If you are using Microsoft Outlook for work, your system administrator would be the person who maintains the, well, the systems in your office. Part of their job would be to ensure that the network chugs along without incident. For email accounts, that would mean not allowing anyone to have unlimited storage, which means limiting the amount of storage each individual can use. Usually, individuals over the limit would have their sending privilege revoked, then their receiving privilege revoked, and if they still do not clear their Inbox, perhaps both privilege revoked, thus effectively blocking out their account.

They limit the storage on the system end of things; however you can save emails over to your hard disk and remove them from the system, thus reducing your 'load' on the system. An analogue analogy would be to print out emails and delete them from your Gmail (or any other webmail) account, thus ensuring you do not reach the storage limit set for you.

Outlook has a built-in method to create an archive file that you can save all your emails from the system to your own hard disk. This Hub will show you how to create an archive file, so you can drag-and-drop emails easily from the system to your very own local archive file; both to save storage as well as safe-keeping.

Creating An Archive File

To create an archive file in Outlook 2007 or 2010, go to the 'File' tab.

Click on 'Cleanup Tools' then 'Archive'.

A dialogue box will open. This dialogue box will allow you to set up auto-archiving instructions as well. However, for this Hub we will just create a local archive file to save emails into.

Go to 'Archive' and click 'Browse'.

The usual 'Create File' dialogue box will now open. Here you can choose where you want to save your archive file too.

It is important to remember that when you drag an email from the system to your local hard disk, the email will be MOVED over to your local hard disk; i.e. the system will not have a copy of that email anymore. Therefore it is important to ensure that this archive file, which will contain your emails, is in a location that you will not accidentally delete.

Once you have decided where to save the file, type the name of the file you want and click 'Ok'.

And Your Archive File Is Created

That is all there is to it. You will now have an archive file that resides on your local hard disk and you can drag-and-drop emails from your Inbox (which resides on your company's system) to your own archive file (which resides on your own hard disk), thus ensuring you will never hit your system-administered limit.

NB:

You can also create named folders in your archive file, exactly like how you would with your Inbox. To create folders, just right-click on the archive file (in the image above, right-click on 'Items') and select 'New Folder'.

Now you can drag-and-drop emails - both from your Inbox and archive file - into folders to sort your emails properly.

Comments

    0 of 8192 characters used
    Post Comment

    No comments yet.

    working

    This website uses cookies

    As a user in the EEA, your approval is needed on a few things. To provide a better website experience, hubpages.com uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

    For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at: https://hubpages.com/privacy-policy#gdpr

    Show Details
    Necessary
    HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
    LoginThis is necessary to sign in to the HubPages Service.
    Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
    AkismetThis is used to detect comment spam. (Privacy Policy)
    HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
    HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
    Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
    CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
    Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the googleapis.com or gstatic.com domains, for performance and efficiency reasons. (Privacy Policy)
    Features
    Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
    Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
    Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
    Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
    Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
    VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
    PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
    Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
    MavenThis supports the Maven widget and search functionality. (Privacy Policy)
    Marketing
    Google AdSenseThis is an ad network. (Privacy Policy)
    Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
    Index ExchangeThis is an ad network. (Privacy Policy)
    SovrnThis is an ad network. (Privacy Policy)
    Facebook AdsThis is an ad network. (Privacy Policy)
    Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
    AppNexusThis is an ad network. (Privacy Policy)
    OpenxThis is an ad network. (Privacy Policy)
    Rubicon ProjectThis is an ad network. (Privacy Policy)
    TripleLiftThis is an ad network. (Privacy Policy)
    Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
    Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
    Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
    Statistics
    Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
    ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
    Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)