Summary: Moving your inbox messages to archive folder clears up space in your Outlook for Mac 2019. When inbox reaches the highest volume, it can create issues in receiving/sending emails. In the following blog post, we have mentioned how to archive messages in Outlook for Mac 2019, in a few easy steps.
Moving mailbox items in Outlook for Mac 2019 to an archive file can speed-up your Outlook. A clogged up Outlook folder can lead to corruption of files, continuous hitches, and even data loss in extreme situations. If you are using Outlook for Mac and want more free space in your inbox, the best way is to archive your emails.
Microsoft Outlook 2019 supports exporting emails and other items to an archive file, along with a new feature called one-click archiving. This feature allows the user to quickly move an item from inbox or another folder to an archive folder. The purpose of archiving items is to de-clutter your inbox without disturbing the accessibility after inbox items are archived.
However, it is also useful when you need to create a backup of your Outlook for Mac data or move it to another computer. The archive file preserves the structure of your folder and keeps all your emails messages and other items in one place.
Reasons to Archive messages in Outlook for Mac 2019
Below are a few reasons to archive your email messages in Outlook for Mac:
To create a backup
If you are worried about losing important data, moving it to an archive file is a great way to create a backup. That way, even if something happens to your computer, you will still have a copy of your data.
To free up space
Over time, Outlook can start to take up a lot of space on your hard drive. Exporting your data to an archive file and transferring it can help free up some space.
To share your data with others
If you need to share your Outlook data with someone else, exporting it to an archive file is a terrific way to do it. That way, they will be able to access your emails and files without having to install Outlook on their own computer.
To keep files and data corruption-free
One big advantage of using an archive file is that it helps keep your files and data safe from corruption. When you store your data in an archive file, it is not as likely to be corrupted as it would be if it were stored on your hard drive.
Ease in data access
Another advantage of using an archive file is that it makes it easy to access your data. All you need is a program that can open the file type that you export your data to. For example, if you exported your data to a .pst file, you could open it in Outlook.
To keep Outlook running smoothly
If you notice that your computer is starting to run slower, it could be because Outlook is taking up too much space. Exporting your data to an archive file can help free up some space and speed up your computer.
Read More – The New Outlook for Mac Users Cannot access Online Archive Mailbox
How to Archive messages with a single click in Outlook for Mac 2019
Archiving messages in Outlook for Mac 2019 is made simple with just one click. In the updated version of Outlook for Mac, you can archive messages in any of the email account that you have connected to Outlook for Mac 2019. The accounts include Exchange (version 2016 and later), Outlook.com, Microsoft 365, Hotmail, iCloud, Google, and Yahoo!
To archive messages, follow the steps given below:
- Choose one or more messages in your folder to archive.
- On the ribbon, choose Archive.
Note: If you don’t see the Archive button and you’re using the newest Outlook for Mac interface, you may need to customize your toolbar.
- As soon as you choose Archive, messages are immediately moved to the specified archive folder.
- In case, any message is moved to Archive accidentally, go to the archive folder and move the message back to your Inbox.
Note: In Windows, for Microsoft 365, Exchange, Exchange Online, and Outlook.com accounts, an Archive folder for your accounts already exists. It does not matter whether you’ve ever used the feature before or not. This will be there, in your Outlook folder list. If you don’t see the folder and you’re using Outlook 2016 and later versions or Outlook for Microsoft 365, then to check it, go to File > Office Account > Update Options > Update Now.
Are you using Archive for the first time?
In case, you haven’t set up an archive folder for your email account, you will get the prompt: The “Archive” folder for “Microsoft” does not exist.
If you receive this prompt, then choose one of the following:
Choose another folder or Continue to create a folder.
Continue: When you have clicked ‘Continue’, a new folder will appear in your folder list for the email account you want to create ‘archive’.
To create ‘archive folder’ for other accounts, you will have to repeat this process for each of your email accounts. The folder will be called Archive for Microsoft 365, Outlook.com, Hotmail, iCloud, Google, and Yahoo! accounts. The archive folder for Gmail is called All Mail.
Choose another folder: Select any of your existing folders for the archive.
If you don’t get that prompt, your email should automatically have gone to the Archive folder.
How to create a backup of OLM files using professional tool?
By using manual method, you can easily archive messages in Outlook for Mac 2019 by simply clicking on Archive ribbon. However, your archive files will still be saved in an OLM file, which you cannot move or export to Windows Outlook. Therefore, to convert OLM to PST, you will need a professional tool like Stellar Converter for OLM to import the data to Windows Outlook. The third-party software can easily convert OLM data files to PST in the most reliable and effective manner.
The tool offers a quick conversion process while maintaining utmost accuracy and integrity of the entire data. Users can even split large-sized PST files into smaller ones to keep them organized; the tool is supported by all the versions of MS Outlook.
Conclusion
Creating archive of messages in Outlook for Mac 2019 is made easy with the updated version. Now you can create archive folder and move the mailbox data with a single click from your Outlook connected accounts from different email clients. This new feature in Outlook for Mac 2019 made things a lot easier and quick. However, to move these OLM files, stored in archive folder, to Windows Outlook, you will need a professional tool to convert the items into PST. The OLM files can be converted to PST using Stellar Converter for OLM, which is a highly effective and trustworthy tool.
