In this article, you will find the instructions on how to archive mailbox data in Outlook 2011 and Outlook 2016 for Mac. Archiving is available when you enable the rule which is set up and run in your mailbox. The Archiving rule will help you move the data from the server to a folder on your computer to reduce the mailbox size.
If you are using Outlook on PC read the Knowledge Base article How Does Outlook Archiving Works?
To start using local Mac archiving, you would need to create the Archive folder. To create Archive folder:
You would need to create Archive folder on the local computer. To unhide On My Computer folder:
In Outlook 2011 > click on the Outlook menu at the top of your screen > choose Preferences > uncheck the box Hide On My Computer Folders.
To create local archive folder right-click (or ctrl-click) on the On My Computer heading > choose New Folder.
Important: Archive button is available only on Exchange 2016
To create Archive archive folder choose one or more messages that you would like to archive > chose Archive on the ribbon. As soon as you choose Archive, you will get a prompt The "Archive" folder for "Microsoft" does not exist > to proceed click Continue button. The Archive folder will be automatically created.
To set up archiving rule
- In Outlook 2011 or 2016 for Mac, go to Tools > Rules.
- Alternatively, go to Rules from the ribbon and select Edit rules:
- If all conditions are met: Selected.
- When a new message arrives: Date Received | is greater than | enter any number | days old. Note: Outlook interface might be different and you will be prompted to specify After and Before dates.
- Do the following: Move Message | any folder on your computer.
- Do not apply other rules to messages that meet these conditions: Enabling this option is up to you and depends on your other rules.
- Enabled: Checked.
Note: When you run this rule for the first time, archiving may take a lot of time to complete depending on your mailbox size.