Outlook 365 Auto Archive Setup

Auto archiving is a tool that helps you manage the space in your inbox or on the email server. It automatically moves items to an archived location to prevent inbox clutter. Additionally, it can permanently delete items that have surpassed their respective aging periods.

Default Aging Periods for Auto-Archiving

• Inbox: archived after six months

• Drafts: archived after six months

• Sent Items: archived after two months

• Deleted Items: archived after two months

• Outbox: archived after three months

• Calendar: archived after six months

• Tasks: archived after six months

• Notes: archived after six months

• Journal: archived after six months

This article outlines the steps required to set up auto-archiving in Outlook 365, though the process is similar in older versions like Outlook 2021, 2019, and 2016.

Steps to Set Up Auto-Archiving

1. Open Outlook: Launch the Outlook app.

2. Select Folder: Right-click on the specific folder you wish to set up auto-archive for (including the inbox).

3. Access Properties: Click on the Properties option at the bottom of the menu.

   Tip: Make sure to set auto-archive for each folder individually to customize settings effectively.

4. Configure AutoArchive: Click on the AutoArchive option within the Properties window.

5. Adjust Settings: Decide whether to use the default settings or customize the aging period. You can specify how many months should pass before items are archived using the Clean out items older than option.

Note: You can also choose to permanently delete emails in that folder or move them to a specific archive location.

1. Repeat as Needed: Depending on your folder structure, you may need to repeat these steps for each folder.

2. Adjust Settings Anytime: Remember, you can change these settings whenever you want, including reverting back to default settings.

Good to Know: Keeping your inbox organized helps improve productivity and makes it easier to find important emails.