If you are receiving errors about being close to your quota for your Exchange e-mail account, you should consider archiving your older messages. Archiving copies old e-mail messages and attachments to an Archive.pst file and then removes the data from the Exchange mailbox decreasing its overall size. Items moved to an Archive.pst file are still accessible by opening the file through Outlook, and should be included in regular backups to prevent lost data.

Archive Your Files Manually:

Archive Selected Emails Immediately-  

  1. Go to the File tab
  2. Info > Cleanup Tools > Archive...
  3. Select the file that you want to have emails archived from, if you want to archive email from all files select your name (the top element on the list).
  4. Choose what date you want to start archiving emails before.
  5. Choose the location of your "archive.pst" file.This is the location on where the archived emails are stored     (usually:c:\Users\HawkID\Documents\Outlook Files\archive.pst)
  6. Click OK then check on your main page to make sure that a folder has been created for your Archives

Setting Outlook 2013 to Automatically Archive Old Emails:

Emails that meet specific criteria will be put into the archive automatically :-

  1.  File|Options|Advanced > AutoArchive Settings
  2. Be sure to check the "Run AutoArchive every" box and set the time interval that you would like to use
  3. Choose the location of your "archive.pst" file (usually c:\Users\HawkID\Documents\Outlook Files\archive.pst)
  4. This page can also be used to delete old emails automatically, however this may not be suggested.

Accessing Archives:

Generally when you archive you'll see that archive in the left navigation area in Outlook.  If, for whatever reason it's not there, here's how to access it:

Outlook 2013

  1. File|Open & Export
  2. Open Outlook Data File
  3. Browse to the location of your "archive.pst" file (usually c:\Users\HawkID\Documents\Outlook Files\archive.pst)
Article number: 
101670
Last updated: 
July 25, 2016