Fortunately for you, I am. Lastly, after importing this mail back into Outlook, we need to delete the mail from your inbox to free the space.
Determining what mail needs to go into the archive involves a bit of planning. Most will choose to archive their oldest emails. Makes sense, no? The problem is there are some of us who create subfolders in the inbox. If you want to do this by date in Outlook , you need to touch every folder. The more folders, the more painful this becomes.
Once we know how we are going to archive, we can actually get to the archiving bit. This involves categorizing the mail we want to archive, then exporting it out of Outlook. To categorize mail, simply highlight the messages then click the categorize button on the toolbar.
From here add a new category and name it something that describes the mail you are categorizing. Doing this will make things easier later. To do so follow these steps, again, use the screenshots to guide yourself through:. Choose one of the categories you created earlier. Whatever you save the file as here will reflect the name of the archive once we import it back into Outlook later.
I recommend using the category name. Save it in the location shown below for easy retrieval later. Note this might be a few minutes depending on the amount of mail being exported.
Now that the export is done, we can import the archived mail. In that will be the name of the archive file. This keeps things as tidy as they were before you exported.
Use the filter toolbar button to filter by category, then delete it all. Future mail archiving may not require this. It also auto-removes the email from your inbox, which frees space.
I strongly advise to incorporate your new archive folder[s] into they way you organize your emails. Moving a few a day can save time and more importantly, frustration, in the future! The above is false. Click OK.
Now begin highlighting emails that you want to archive and click the Categorize button on the ribbon bar and choose Archive or the applicable folder you created. When you categorize an email, the name of the category is placed on the far right hand corner of the email. Your emails are also categorized by the color you choose. Exporting your Email Now that you have categorized your email, it is time to export them. Begin by selecting File Export from the Outlook menu.
Mayra Cristina Lovato is a technical blogger, she is sincere in writing technical blogs allied to any queries, errors with specific solutions related to Mac Outlook Files. July 3rd, News. In the above section, we have explained a step by step process using which the user can easily create the archive in Mac Outlook and in a hassle-free way. Outlook for Mac data can be backed up in a number of different manual and automated methods. Sign in.
Next, select Outlook for Mac Data File. Select the category that you created and assigned your emails. Deselect everything but the Mail checkbox. Click the Arrow to continue. At this point in time, accept the default of No, do not delete items. Assign a name to your category file and click Save. Save the name based on the category created. A progress bar appears as you save. Rinse and repeat this process until all of your emails are exported in their categories. Click Files Import form the Outlook menu.
Select Outlook Data. Select Outlook for Mac Data File. Browse to location and click Import and Done. In the sidebar of Outlook, your folder will appear under the name you created.
Validate emails are there and now you are ready to delete your emails from each category folder as they have been archived. Outlook for Mac Outlook Outlook for Mac