This article will step you through configuring Outlook on a Windows PC to archive old emails, saving them to a local data file on your PC.

This can be useful when needing to reduce the storage usage of your email account, as this will move emails off of the server and onto your computer.

Instructions

1. Open Outlook.
2. Click File in the top left.
3. Click Tools, then choose Clean Up Old Items… from the drop-down menu.
   
4. Configure your Archiving settings as follows;
   • – Select Archive this folders and all subfolders
   • – Select the Inbox folder (or a specific folder if you don’t wish to archive the Inbox)
   • – Choose the date for emails to be archived up until
   • – Click OK to proceed
     

5. You should now be able to see your normal mailbox, along with an ‘Archives‘ section where any archived folders and emails will be stored.
   

Outlook will now proceed to archive old emails for you, and save them in a data file stored locally on your computer.

If you wish to archive newer emails at a later date you can simply repeat the above process and adjust the ‘Archive items older than‘ date as needed.

Archived emails are stored locally – this means that if your computer or hard drive fails, the archived emails will also be lost in the process.

Ensure you keep a recent backup of your Archive data file – this data file can by default be found within the “Outlook Files” folder of your computer’s Documents directory.

This article will step you through configuring MacMail IMAP Account to view emails when Offline (No Internet Connection) and archive old emails.

This can be useful when needing to reduce the storage usage of your hosted email account, as this will move emails from the Mailbox on the Server and Archive/Move locally onto your computer.

Instructions

1. First a Local Folder (Mailbox) needs to be created on your Mac in MacMail.
   In the MacMail top Nav, Click on Mailbox > New Mailbox.
   
2. Next for Location, click on the drop down and select On My Mac
   
   
   Enter Name for the Local Folder (Mailbox) e.g Local Archive
   
3. Under the section On My Mac , you should now see the Newly created Local Folder e.g. Local Archive
   
4. You can create subfolders under the Newly created Local Folder for organisation.
   Right click on the Newly created Local Folder > New Mailbox
   
   Location will automatically be selected to be your Local Folder > Enter Name of Subfolder > Ok.
   
   Subfolder created in correct location under Local Folder on Mac.
   
5. Next to move Emails to be archived in Local Folder on Mac.
   In this instance a Local subfolder Covid (1) was created to move emails from the Covid (2) folder from the Mailbox on the Server
   
6. To move Emails it is easy as selecting the Emails and drag and drop into the desired Local Folders.
   Emails have now moved from the Mailbox into the respective Local Folder.
   
   
   

 As archived emails are moved and stored locally on your Mac – this means that if your Mac computer or hard drive fails, the archived emails will also be lost in the process.
For this reason ensure you keep recent backup’s of your Archived Emails stored On My Mac

This article will step you through configuring Outlook on a Windows PC to create a offline data file for the purpose of archiving old emails, saving them on your PC.
This can be useful when needing to reduce the storage usage of your email account, as this will move emails off of the server and onto your computer.

Instructions

1. Open Outlook.
2. Click Home in the top left, then drop down arrow, More Items and then Outlook Data File.
   
3. Windows File Explorer window will then open where Outlook Data files are stored.
   Enter the New Archive Data File name, a name you can easily associate and identify, then Ok.
   e.g. first part of the email address to be archive.
   conetix@yourdomainhelp.com -> Data File Name could be conetix archive.
   
4. Once you clicked Ok, you should then see in the left hand nav bar your new Data file created for local archiving on PC.
   
5. We can now start to archive Old emails to our newly created Offline Data File.
   Right click on your Email account to be archived, then Account Properties.
   
6. Confirm you have the correct Email Account, then Tools, then Clean Up Old Items…
   
7. Configure your Archiving settings as follows;
    Select Archive this folders and all subfolders.
   Select the Inbox folder (or a specific folder if you don’t wish to archive the Inbox).
   Choose the date for emails to be archived up until.
   Archive file – Click on Browse and select the New Data File you created above in Step3.
   Then Ok.
   
   
8. You should now be able to see your normal mailbox, along with the new Archive Data file where any archived folders and emails will be stored for the email address.
   

Outlook will now proceed to archive old emails for you, and save them in a data file stored locally on your computer.

Archived emails are stored locally – this means that if your computer or hard drive fails, the archived emails will also be lost in the process.
Ensure you keep a recent backup of your Archive data file – this data file can by default be found within the “Outlook Files” folder of your computer’s Documents directory.

If you wish to archive newer emails at a later date you can simply repeat the above process and adjust the ‘Archive items older than‘ date as needed.

This article will step you through configuring Thunderbird IMAP Account on a Windows PC to view emails when Offline (No Internet Connection) and archive old emails.

This can be useful when needing to reduce the storage usage of your email account, as this will move emails from the Mailbox on the Server and Archived locally onto your computer.

Instructions

1. Open Thunderbird
2. Right Click on your Email Address > Settings
   
3. Next Synchronization & Storage and confirm Message Synchronizing is Checked.
   This option is important as the complete email is downloaded not just Email Headers.
   
   Then Advanced to confirm respective folders are enabled for Offline Use > Ok
   
4. Next Copies & Folders
   Select checkbox Keep message archives in:
   Select radio button “Archives” Folder on: and choose Local Folders (from dropdown)
   
   Then click on Archive options to choose preferred format e.g. A Single Folder > OK
   
5. You are now ready to start Archiving Emails from the Mailbox on the Server to local folders stored on Local PC.

Archives folder will not appear under Local Folders until you archive your first Folder/Email

6. Navigate to a folder under your Inbox and select emails to be Archived.
   Once selected right click in highlighted area > Archive
   
7. Expanding Local Folders > Archives – You should see emails have been moved and downloaded to corresponding folder on your local PC.
   
8. Confirm Emails have been moved (not copied) from folder in the Mailbox Inbox Folder.
   

If you check via Webmail and can see Emails that you have archived Greyed out and/or a Circle/Line symbol as per below you will need to restart Thunderbird to complete Archive process.

As archived emails are stored locally – this means that if your computer or hard drive fails, the archived emails will also be lost in the process.

Ensure you keep a recent backup of your Archive data file – this data file location can be found by the following.
Right Click on Local Folders > Settings.

Then Browse

This article will step you through configuring Outlook for Mac (IMAP Account) to view emails when Offline (No Internet Connection) and/or to archive old emails.

This can be useful when needing to reduce Mailbox storage of your hosted email account, as this will move emails from your Mailbox Inbox and IMAP Folders on the Server to locally on your Mac.

Please note at this point of time November 2022, Outlook for Mac 2019 and later do not have the ability to show On My Computer Folders, for this reason unable to archive emails from the Mailbox to Local folders on your Mac.

Instructions

1. Open Outlook App.
2. You should see the heading On My Computer in the left column.
   
   
   Otherwise follow the below process.

3. Next create a Local Folder under On My Computer.
   Right click on the heading On My Computer then New Folder.
   
   
   Next Right click on the new folder “Untitled”, then rename folder to something useful to identify e.g. Local Archive.
   
   
4. To move a single or multiple emails right click on emails to select (will then be highlighted Blue), then Move, then select local folder e.g. Local Archive (On My Computer).
   
5. Under On My Computer, click on Local Archive folder and you should now see the email/s you have moved from the Mailbox Inbox to locally on your Mac.
   

You can create subfolders under the Local Archive folder to organise emails further to replicate Mailbox IMAP Folders.

If you drag/drop email’s from the Mailbox Inbox to Local Archive folder,
you are only copying the email not moving i.e Diskspace in the Mailbox will not decrease.\

Archived emails are stored locally – this means that if your Mac computer or hard drive fails, the archived emails will also be lost in the process.

Conetix recommends using the Mac inbuilt backup option Time Machine to backup to external device.