How to Archive Emails in Outlook 365 Online

Mark Wills ~ Published: 15-03-2022 ~ Archive ~ 6 Minutes Reading

Outlook 365 is a fantastic web-based version of the well-known MS Outlook client. It comes with the Office 365 productivity suite, which makes common office activities easier for people all around the world. Many Outlook 365 users want to know how to archive emails in Outlook 365 online.

For quite some time, we’ve been receiving these inquiries from users all across the world. The main reason for this is that customers’ mailboxes frequently become overburdened with emails and run out of storage capacity.

This detailed tutorial will show you how to do it in the most sophisticated manner possible. In addition, if you’re seeking for free ways to achieve your goals, we’ll go over that as well. Users have the misconception that in-place archives free up mailbox space. This will also be discussed during our meeting. Let’s get started without wasting any time by figuring out why people wish to undergo such procedures.

How to Archive Emails in Outlook 365 Online

Users are motivated to do this assignment for a variety of reasons. To better comprehend this operation, the most typical ones are listed below in this section. These requirements may differ from one user to the next.

Adding storage to the Cloud Server

Microsoft provides customers with a certain amount of storage space based on their membership levels. If customers surpass the storage limit, they must either upgrade their subscription or pay according to Microsoft’s retention policy. To prevent such fees, it is usually preferable to keep data locally and free up space in cloud mailboxes.

Adding an Additional Layer of Protection

Because data is so important to organizations in today’s world, it must be secure at all costs. As a result, keeping a backup copy of your data files on hand ensures data security. Even though Microsoft maintains that its data centres are safe from all sides, it’s always a good idea to stay one step ahead.

Data may be accessed at any time and from any location

You may access your data from anywhere and at any time if you keep it on your person. Even if you don’t have access to the internet, an offline backup of your files gives you access to your data 24 hours a day, seven days a week. This is one of the main reasons why people wish to get such a procedure.

Learn how to Archive Emails in Outlook 365 online

This section discusses the most basic method for archive emails in Outlook 365 online to a local disc. Users just need to set up their Office 365 account in the MS Outlook application and then follow the simple procedures outlined below.

Select all of the emails you wish to archive >> Right-click >> Select Archive from the drop-down menu.
Next, go to File >> Save As. Go to Tools >> In the drop-down option, choose Clean Up Old Items.
In the popped-up box, choose the folder you want to archive and provide the Destination Folder location where you want it saved.

That is all there is to it. If each and every step is meticulously follow, This is the simplest approach to get your desired outcomes.

Is It True That In-Place Archiving Frees Up Cloud Space?

Users with a limited understanding of Office 365 In-place archiving argue that it frees up cloud storage capacity. That, however, is not the case. It frees up the primary mailbox and saves data in the In-Place archive mailbox on the same server.

Microsoft’s In-Place archive mailbox function provides 1.5TB of storage space. Let’s look at how to archive emails in Outlook 365 Online to clear up space in the primary mailbox.

Navigate to the Office 365 Admin Center panel, click the Expand Admin button, and then the Exchange button.
In the Recipients area, click Mailbox and go to the next step.
Select the Mailboxes you wish to archive from the available list.
On the left side, select In-Place Archive and click Enable.

Manually Limitations

If consumers choose the manual way, they will encounter a number of disadvantages. This is also why specialists advise against taking this route. IT experts have already shifted to the current solution, which we will look at next. However, we must first become aware of their disadvantages. Learning how to archive emails in Outlook 365 online to clear up space is just as crucial as understanding the constraints.

Manual processes are as sluggish as a snail’s pace. They spend hours performing an activity that should just take a few minutes. This is due to the fact that many solutions are open-source and based on obsolete technology. It has an impact on the organization’s overall efficiency.
Nobody enjoys being caught in the middle of a procedure. Choosing the manual method might lead to a variety of faults and complications. This is why novice users find this approach perplexing and often become confused.
If you use manual methods to get the desired objectives, your data is not completely safe. Failure to carry out the procedure might result in significant data loss. As a result, it is preferable to avoid such solutions.
The manual technique lacks filters and other essential features, making it rather rudimentary. This is also the cause of the bad user experience when carrying out the procedure.

One Step towards a Modern Approach

The current method entails the use of automated solutions created specifically for doing this operation without mistakes. NXT Software is a sophisticated tool that comes with a variety of filters to let you skip the stages that aren’t essential. This tool can answer the question “how to archive emails in Outlook 365 online” with unrivalled precision.

The benefits of using an automated solution include removing all of the constraints that come with a manual solution. Furthermore, it expedites the entire process. One of the reasons that IT professionals recommend this software for safely storing your Outlook 365 emails is its security.

The Final Decision

We now understand the requirements of users that force them to endure such a surgery. Even, we also demonstrated numerous strategies for efficiently completing this work. We can now declare that customers understand how to archive emails in Outlook 365 online to a local disc. Always keep in mind that contemporary solutions are preferable to manual ones. You may look out the limits of the manual technique to back up this assertion.