Manually Archiving Mailbox Items in Outlook

NOTE: Archiving to your local computer (for example, to your My Documents folder) is no longer supported by DoIT.  The new supported archive is to your Online Archive.

As you use e-mail, the size of your mailbox grows. To keep the size of your mailbox within its quota, you need another place to store older mail messages that are infrequently accessed. These older mailbox items can be moved off the server and archived onto your PC. This will decrease the size of your mailbox without the need for actually deleting items. Even after archiving these items, you will still be able to access them as frequently as before through Outlook. To manually archive your mailbox items, follow the steps below.


Microsoft Outlook 2010/2013

1. Click on the File tab.

2. Click Cleanup Tools.

3. Click Archive.

4. Click the Archive this folder and all subfolders option, and then click the folder that you want to archive. Any subfolder of the folder you select is included in

this manual archive.

5. Under Archive items older than, enter a date.


6. If you do not want to use the default file or location, under Archive file, click Browse to specify a new file or location. Browse to find the file that you want, or

 enter the file name, then click OK. The destination file location appears in the Archive file box.

7. Select the Include items with “Do not AutoArchive” checked check box to include any items that might be individually marked to be excluded from

automatic archiving. This option does not remove that exclusion from these items, but instead ignores the "Do not AutoArchive" check box for this archive only.

Microsoft Outlook 2007

1. Click on the File menu and select Archive. The window below will appear.


2. Click on Mailbox - Lastname, Firstname so that it is highlighted.

3. Select the Archive this folder and all subfolders: button.

4. If you wish, leave the default date in the Archive items older than: field. This will archive items older than 3 months.

5. In the Archive file: field, C:\Documents and Settings\username\My Documents\Outlook Files  should be the default path to save to for a laptop or desktop. If it is not, select that path by clicking , and double-clicking the folders in the following order:  My Documents, Outlook Files.  Saving to this folder will ensure your pst file will be included in a back up of the My Documents folder that contains all of your data files.

 6. Click on . Your mailbox items will begin archiving to the location you selected above. For information on how to retrieve archived mailbox items, see .


To view an animated tutorial on archiving, click here.

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Article ID: 609
Fri 11/8/13 11:01 AM
Tue 6/28/16 12:27 PM