Type a number in the months box to specify when items should be automatically transferred to your archive file to specify a file for the archived items to be transferred to, click move old items to, type a file. How to archive mailbox data in outlook 2011 2016 for mac. Delete any items you dont need from your archive mailbox and empty your deleted items folder as i go to the archive folder on my outlook, it is empty. In the folder list, rightclick the folder that you want to automatically archive, then click properties click the autoarchive tab and select clean out items older than. I didnt create the archive folder, or knowingly add any emails to it, but somehow it has ended up it over 5000 emails. Use your online archive with outlook for mac outlook for mac. The archive mailbox is accessible in outlook and outlook on the web formerly known as outlook web app. In order for your archive mailbox to work with outlook for mac both your archive and primary mailboxes must be either on an exchange server. Navigate to file import outlook for mac archive file choose the file.
The inplace archive previously known as a personal archive or in outlook as an online archive mailbox of an exchange account is only available with office professional plus licenses or when you are using a standalone installation of outlook a professional plus license key can be obtained via volume licensing or as a subscription via office 365 proplus. Mail backup x universal mail back up, archiver, viewer. Exchange server 2019, 2016, 20 and 2010 sp2 and later. If the user moved it or set it to another archive folder, that would explain what you are seeing. The archive mailbox is an additional mailbox thats enabled for a users primary mailbox. Enable user interaction with the contents of the archive mailbox in exactly the same manner as other repositories primary mailbox and psts view associated retention policies and tags that control how items are automatically moved from the primary mailbox into the archive mailbox. We can create the archive witch just puts archived emails into on my computer folders.
The archive mailbox can be browsed by folder, sorted, or searched just as you would in your primary mailbox. After creating an archive location and data file you can copy messages from your imap mailbox to folders created under this data file by highlighting the messages you want to archive in your imap account and dragging and dropping them in to the required folder under this datafile. For example, to archive outlook calendar, select the calendar folder. To start using local mac archiving, you would need to create the archive folder. Once emails have been moved to your online archive folder, you will no longer be able to find them in your live email account. Archive messages in outlook for mac outlook for mac. Your archive mailbox is accessible from outlook windows or outlook web app windows or mac which allows you to view and search both your primary mailbox and archive mailbox at the same time. An easy way to reduce the size of your inbox is to manually archive your email messages, contacts, and other items to an outlook for mac data file. If youve ever created a smart playlist in itunes, smart mailboxes follow a similar principle. In the mail app on your mac, select one or more mailboxes, then choose mailbox export mailbox choose a folder or create a new folder, then click choose.
In order for your archive mailbox to work with outlook for mac both your archive and primary mailboxes must be either on an exchange server onpremises or on exchange online in microsoft 365 cloud. Because these are all mixed up with the exchange mailbox in the mac file system theres no easy way to back up the archives. Enter the title of your shared folder in the search box. How to use mailbox cleanup to purge your outlook folders. The archiving rule will help you move the data from the. How to organize your mailboxes in the mail app on mac imore. Clients that support exchange 2010 archive mailboxes. Click on the tools tab at the top of the outlook window and select export. Inplace archiving in exchange server microsoft docs. The archived messages reside in the cloud, and users can access the messages by using outlook 2016 for mac, outlook 20, outlook 2010 or outlook web app. Outlook on a mac set up retention and archive options youtube. If you previously exported a mailbox, mail doesnt overwrite the existing. Mac mail to outlook converter works with source files of mailbox.
How to archive emails on outlook web access synonym. When changing the organization or computer, you can copy the old archive file and link to your new outlook account. How to archive outlook for mac mailbox folder data. What outlook for mac users can do when their exchange mailbox is. About outlook archive, online archive and autoarchive. In the archive dialog box, select the archive this folder and all subfolders option, and then select a folder to archive. It is intended for all members of the wsu community who use the microsoft outlook desktop application to manage their official e. Microsoft archive email support lsu health new orleans. Cant set up outlook for mac 2011 to use the archive. Select outlook data file, and then click the right arrow. Archiving is available when you enable the rule which is set up and run in your mailbox. This article includes instructions for archiving your outlook mailbox and links to related articles. In the folders list for your account in outlook you should see a heading for folders labelled on my computer.
Now, to set archiving rules go to tools and select. Archiving your outlook mailbox wsu technology knowledge base. You set a series of parameters, and email that comes in that fits those parameters is automatically sorted into your smart mailbox. You can also use this method when you have full access permissions to a mailbox. Archiving mail in outlook 2011 for mac mac os x 10. Users can use the archive mailbox also known as a personal archive to store historical messaging data by moving or copying messages from their primary mailbox to their archive mailbox. Users can view an archive mailbox and move or copy messages between their primary mailbox and their archive mailbox. Outlook 2016 for mac includes a new feature called oneclick archiving. Bring gmails archiving feature to microsoft outlook for. Access to your online archive emails are similar for both pc and mac.
Import or export mailboxes in mail on mac apple support. Your archive mailbox is almost full microsoft community. Scroll down in the applications folder until you see the microsoft outlook icon. When the user archive mac outlook data then the file created is known as an olm file. Instead of archiving or trashing email messages, the export mailbox feature allows you to remove messages entirely from mail while still holding onto. The only export option available at this time is the. In the mail app on your mac, select one or more messages if you select a conversation, any message in the conversation thats in the current mailboxfor example, the inboxwill be archived. If you want to archive all emails, calendars, and tasks, select the root folder in your outlook mailbox, i. This opens up the folder size window, which shows you the size of each folder.
For example i need to archive emails received in may, i will show you the detailed steps to archive by the specified monthdateyear in outlook 1. There is no way to work with mac mail directly so it is required to export mac mail folders and emails to the mailbox format prior to launch the outlook conversion. In mail on your mac, use the archive mailbox to keep emails youve read but dont want to delete or do anything with yet. Export items to an archive file in outlook for mac.
How to archive in outlook automatically or manually. Archive folder is automatically added to your office 365. The method for archiving folders in outlook for mac is given below. When i plug the usb drive into the pc and run the software, it says it cant find any files ending in. How to export outlook for mac emailsitems to an archive file. We look at how to revise retention policies in outlook 2016 on a mac computer. Log into your exchange online mailbox via outlook on the. Access online archive email from a pc or mac facultystaff email. This will help you to view the old emails as well as continue archiving your new emails with the same old pst file. During this microsoft outlook 2016 video tutorial, youll be learning how to manage folders in outlook. You will see the archives section under your inbox in the sidebar. I am using ms outlook for mac, and keep get messages please reduce the size of your archive mailbox. Select outlook for windows data file, and then click the right arrow.
By default, like you said, it is set to the archive folder under the mailbox root. What outlook for mac users can do when their exchange. If your primary mailbox is in on exchange server, for example, and your archive account is in exchange online in microsoft 365, you wont be able to use your online. Click cleanup tools next to mailbox cleanup and select archive 3. Locate the data file on your computer, and then select import. How to archive emails in outlook for mac from your desktop, click on go located in the top toolbar and select applications. I have followed all the instructions on how to archive and save mac mail foldersemails and have saved one folder to my usb to test it out. Outlook web app previously referred to by microsoft as outlook web access is designed to offer the functionality of the full outlook client in a web. Gmail mbox converter to export import gmail archive mbox. You will need to look in your online archive email account for your archived emails.
Access online archive email from a pc or mac faculty. Mac mail remove archive mailbox folder and other folders these are separate mailboxes you can open to view specific email account information including trash, sent, spam, drafts, and more for the same email account. That button has nothing to do with the in place archive feature unless the. Click on continue on the prompt this will let you create you a new archive folder.
After outlook restarts, backup the content of the folder currently designated as the default archive folder. The archive button in outlook moves the email to whatever is set as the archive folder. Open a shared folder or mailbox in outlook for mac. The tutorial is for office 2016 but it should work with previous versions of outlook on mac os x as well. You can do this by creating a new folder and moving the email from the archive folder to the new folder, or by exporting the archive folder contents to an outlook data file. Exchange online archiving is an advanced service for some office 365 enterprise plans. If all items are in place, you may empty the archive folder. Outlook for mac how to import pst files and export to. In the mail view, type the search criteria received. Although you can move individual messages from outlook 2016 for mac to your archive mailbox one by one you cant move or copy multiple items at once, the more efficient way to make sure your messages get archived is to use outlook web app archive and retention policies. Archive outlook items across multiple accounts into a data file with an amazing tool. Export items to an archive file in outlook for mac office support. Archive in outlook 365 and outlook 20162019 for windows. It creates a separate archive mailbox that works alongside the main mailbox.