In the Mail app on your Mac, select messages or conversations in the list. All of the messages in a conversation will be deleted. Click the Delete button in the Mail toolbar or press the Delete key. If you delete a mailbox, all of the messages in the mailbox are deleted. You can search for.

Archive messages with a single click. You can archive messages in any of the email accounts that you've connected to Outlook 2016 for Mac. These include Exchange (version 2016 and later), Microsoft 365,, Hotmail, iCloud, Google, and Yahoo! Choose one or more messages in your folder to archive. In the Mail app on your Mac, select one or more messages. If you select a conversation, any message in the conversation that’s in the current mailbox—for example, the Inbox—will be archived; related messages that are in other mailboxes will not be archived. Click the Archive button in the Mail toolbar (or use the Touch Bar). If you set the “Move discarded messages” option to. This article will explain how to archive Mailbox data locally in Outlook for Mac 2016. Outlook 2016 for Mac. 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. In Outlook, we create archive PST file and reduce the size of an Outlook data file which put a good impact on Microsoft Outlook's performance. Through archiving feature in Outlook, users can build a new PST having a name of e.g. Archive.pst, which can be accessed in the future.

Heavy Outlook PST Data File size or old items in Microsoft Outlook makes it slower and archiving email in Outlook helps to overcome from such issues. Storing a huge size of Outlook Data in Outlook is not a positive sign for your Outlook email client and somewhere it's hard to manage it.

So, what is archiving in Outlook?

In simply archiving means saving or backing up the old items of Outlook such as messages, contacts, tasks, calendars and others Outlook' database. In Outlook, we create archive PST file and reduce the size of an Outlook data file which put a good impact on Microsoft Outlook's performance. Through archiving feature in Outlook, users can build a new PST having a name of e.g. archive.pst, which can be accessed in the future. Means, it's a simple option to reduce the space of Outlook data file (.pst) instead of deleting mails from inbox.

Creating an archive in outlook for mac

Note: Archive PST File is the data file which keeps the entire archived database.

Does Archiving Reduce PST File Size?

Yes, Archiving is one of the best and efficient way in comparison to other techniques like Compact and Exporting.

Location of Archive Outlook Data File (.PST):

Archives also use the PST file format to save the archived database from Outlook. But a big question is that where archive files are stored in Outlook?The given below are the default location for newly created Archive Outlook PST file on Windows7/Vista and Windows XP:

Note: Location of Archive PST File varies according to version of Microsoft Windows.

Windows7/Vista: drive:UsersuserDocumentsOutlook Filesarchive.pst

Windows XP: drive:Documents and Settingsuser Local SettingsApplication DataMicrosoftOutlookarchive.psts

How to Archive PST File in Outlook 2010?

MS-Outlook provides two methods through which we can Archive Outlook Items:

  • Manually: In this method, each time archive folder is created by user by executing the same procedure.
  • Auto-archive: Automatically makes an archive of PST file after a specific time interval on a pre-defined location.

In this blog section, we will discuss briefly about the manual way to Archive Outlook Folders and their instructions.

How to Archive PST File in Outlook 2010:

Click on 'File' and go to the 'Cleanup Tools' from the drop-down menu.

By clicking on 'Cleanup Tools', you will get 'Archive' option (make a click on it).

Now, a pop-up window will give you the option to select the folders or any of sub-folders to begin the archiving process, choose a folder from it.

Archive In Outlook For Mac

Note: In this new Archive's window, you can also select the archive folder other than a limited data and can provide a path for archived file to save it.

Finally, press on 'Ok' button.


Archiving an Outlook PST File is effective technique to manage Outlook Database. It's also truth that an overflow of Outlook emails can mess up Outlook experience and can increase the risk of corruption or data lost in Microsoft Outlook.

Outlook for Mac accounts connected to Exchange may sometimes get error messages stating that their Exchange mailbox is full. And IT support team may have to ask the email client users to delete unnecessary emails and attachments or to archive their mailbox data. Here, we will go through the causes of this issue and ways to deal with it.

Why the Exchange Mailbox is Full?

Creating An Archive In Outlook For Mac

An Exchange connected user mailbox cannot accommodate more messages when its size reaches the mailbox quota allocated by the Exchange administrator for it. Then, users will have to reduce their mailbox size from the Outlook for Mac email client itself. Deleting unwanted emails and separating attachments from mails can help to some extent. However, a better approach would be to archive the old Outlook for Mac mailbox data and retain only the recent and most relevant items in the mailbox. Let us see how you can check the size of your Outlook for Mac mailbox folders and archive their items.

Instant Solution

Get Kernel for OLM to PST Converter, an automated tool to backup your important Outlook for Mac user data, including emails, attachments, calendars, etc. to Outlook PST.

How to Check the Size of Mailbox Folders in Outlook for Mac?

In Outlook for Mac, users don’t have the facility to check the size of the entire mailbox. They have to do it individually for each folder. For this, right-click the folder, select Folder Properties, and go to Storage tab on the Folder Properties dialogue box. Here one can view the size of the folder as well as the sizes of its subfolders.

How to Archive Outlook for Mac Mailbox Folder Data?

The method for archiving folders in Outlook for Mac is given below:

  1. Begin by choosing one or more messages to archive.
  2. From the top ribbon, select Archive.
  3. Click on Continue on the prompt (This will let you create you a new archive folder).
  4. Now, to set archiving rules go to Tools and select Rules, further select Edit Rules.
  5. Then select Exchange from the left menu pane, then click on ‘+’ to add a new rule.
  6. Assign a Rule name and specify the required conditions. Then click on OK to save the rule.
  7. To apply the rule to a folder, select all its emails and click Message > Rules > Apply > Select Rule.

How to Backup OLM Files in PST?

Many OLM users may want to backup their OLM files as PST files. By doing so, they can access their emails in MS Outlook (Windows environment). The process is given below:

  1. Begin by signing in to your Gmail account so as to configure the IMAP email account.
  2. Then configure your Mac Outlook OLM file with the same Gmail account.
  3. Now, create a Gmail label and then start synchronizing the OLM file with IMAP
  4. Now, move all OLM file data to IMAP account and then move OLM emails from IMAP mailbox to MS Outlook PST

Online Archive In Outlook For Mac

Also, you can opt for a third party tool Kernel for OLM to PST converter for the conversion of OLM files to PST. This tool helps you to convert OLM files to PST format. It helps migrate all Outlook for Mac items including emails, attachments, calendars, etc. to the Windows environment.

How To Archive In Outlook For Mac 2011

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