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Auto Archive Setup for Outlook

Updated on April 10, 2022

Auto archiving is a feature that allows you to better manage the space in your inbox or on your email server. It moves items to an archived location for you so that your inbox isn’t clogged. It can also permanently erase items that have reached the end of their useful lives.

Different objects in Outlook have different aging durations. Any Outlook item that has over its aging time is included in the next AutoArchive unless it has been explicitly selected to be omitted. The default aging durations for automatic removal or archiving for each folder are as follows:

  • After six months, the “Inbox” folder is archived.
  • After six months, the “Drafts” folder is archived.
  • After two months, the “Sent Items” folder is archived.
  • After two months, the “Deleted Items” section is archived.
  • After three months, the “Outbox” folder is archived.
  • After six months, the “Calendar” folder is archived.
  • After six months, the “Tasks” folder is archived.
  • After six months, the “Notes” folder is archived.
  • After six months, the “Journal” folder is archived.

This article will walk you through the procedures to enable auto-archiving in your Outlook application. It will be done with Outlook 365, but the methods should work with older versions as well, such as Outlook 2021, Outlook 2019, Outlook 2016, and so on.

To begin, launch the Outlook application. Then, right-click on the folder for which you want auto-archive to be enabled. You must configure auto-archive depending on a folder, however your inbox folder can also be used.

After right-clicking the folder, select Properties from the drop-down menu that displays.

Outlook 365 Auto Archive Setup 1

After clicking on properties, click on the AutoArchive option on InboxProperties.

Outlook 365 Auto Archive Setup 2
You can choose whether to utilize the default settings for that folder or not archive it at all from this screen. If you wish to manually archive it and define the aging period for that folder, use the “clear out items older than” option. You can choose how many months should pass before the messages in that folder are archived automatically.
You can also delete emails in that folder permanently. You can either relocate the old items to the default archive folder or choose a different location for them to go. You’ll have to do this for each inbox folder, depending on how many you have. It’s possible that you’ll have to redo the entire process several times. You can adjust the settings whenever you like, and you can always reset the auto archive to its default settings.

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