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Archiving folders in outlook for mac

With Outlook open, click on the main drop down menu Outlook in the upper left and select Preferences.

Export and Import Data in Outlook on Mac - CUMC IT

Select the General icon under the Personal Settings heading. De-check the options to Group similar folders You may need to scroll down to find them, and click on the triangle to the left of the heading to expand and view subfolders. If you would like to create folders other than the default ones listed under On My Computer: Press the control key on your keyboard and click on the Inbox under the On My Computer heading. Select New Folder from the menu that appears. An Untitled Folder will appear under the Inbox.

Rename the folder if desired, and drag it up to the On My Computer heading to move it from being a subfolder of the Inbox. If needed see help with determining which heading indicates folders that are on the mail server.

I want to export to iCloud or to some other type of archive file

Click and hold on a selected message, then drag it to the desired folder under the On My Computer heading in the folder list on the left. By default, dragging messages will copy instead of moving them so you may still need to delete the messages from the original folder.


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To skip this step you right-click on a message, select Move and indicate the desired folder on your computer. The picture below shows 4 selected messages being dragged from the Inbox folder of an account called Columbia 1 to the Inbox folder under On My Computer. Set Up an Archive Using Rules Setting up a rule allows you to move messages that fit a certain criteria, such as their age, to another location such as the On My Computer folders.

Rules in Outlook for Mac are only run when a new message comes in. Due to this, a rule based on a message's age will NOT automatically archive old messages, however you can set up the rule and run it when needed to perform a quick, bulk move of old messages.

With Outlook open, select Tools from the uppermost menu, then Rules from the drop down that appears. In the Rule Name field of the next window, type in a description for the rule you are creating. This will appear in the Outlook Rules window shown above if you need to review, modify or delete it in the future.

Set additional criteria for the rule. To have all messages that are older than days approximately 6 months moved from your account on the server to your Inbox on the computer, select the following: In the When a new message arrives: In the Do the following: Folders not labeled as such are on the mail server and will still count towards your quota. Choose one of the following:.

A new folder will appear in your folder list for that email account.

You'll have to repeat this process to create an archive folder for each of your email accounts. The folder will be called Archive for Office , Outlook.

How To Archive Mailbox Data In Outlook 2011 / 2016 For Mac

The archive folder for Gmail is called All Mail. Choose another folder. Select any of your existing folders for the archive. Add an email account to Outlook. Archive messages in Outlook for Windows. Expand your Office skills. Get new features first. Was this information helpful? Yes No.