Archiving Outlook 365 emails are considered one of the best ways, but some users don’t know how to archive emails in Outlook 365 by year. If you are one of them, then this article will surely help you to find the answer to this.
After working on web-based Outlook, users might have countless emails with them that are old dated and not well organized. Due to this, it makes it difficult while accessing mail as all the new and old emails are cluttered.
As we say that keeping all data in a structured and organized way helps users to easily search and access emails quickly. Users should not create a mess by storing all old mails in their Inbox.
So, it is a good practice for users to save their crucial data in an In-place archived mailbox (Office 365) or in Outlook 365.
With the help of this article, the user will now be able to easily archive emails in Outlook 365 by date. Initially, let’s understand what an Archive mailbox is.
What Do You Mean By Archive Mailbox in Office 365?
Office 365 provides extra mailbox storage space to the users called “In-place Archive”. As it helps to manage user mailboxes with heavy email. Several organizations use this feature extensively. But, to archive emails, the user has to enable “Archive mailbox”. Once the user enables the archived mailbox, then they can easily archive emails in Outlook 365 by date.
Reasons to Save Outlook 365 Mails in Archive Mailbox
In-place archives are an extraordinary Exchange feature. In short, they are exceptional mailboxes that make it easier for users to save and search for emails without disturbing the standard user mailboxes.
If users keep all their mails in one place, eventually they will enter into a situation where they have to remove emails to make room for new ones.
Here, the In-place archives option solve this issue by creating a separate archive mailbox present in the user’s account. With In-Place archives enabled, users can separate their inbox but still, they will have online, indexed, and searchable archive emails available to them whenever they log in.
Manual Method for How to Archive Emails in Outlook 365 by Year
In this section, we will be explaining the manual method to enable the Archive mailbox in office 365.
Firstly, the user needs to check for the Archive page in the Exchange admin center. If it is not available, then the user doesn’t have enough permissions to enable the option.
In this case, users have to get the required permissions.
Exchange admin can assign the Mail Recipients role to the account (by default this is assigned to Organization Management and Recipient Management role groups before starting the procedure given below. Once permission is granted, the Archive page will appear in the Exchange admin center.
Read and follow the steps carefully as mentioned below to know how to archive emails in Outlook 365 by year.
- Visit the site protection.office.com/ and enter your Office 365 credentials to sign in.
- Then go to “Security and Compliance Centre”, press “Data governance,” and then press “Archive.”
- The “Archive” page will be shown on the screen. Users will see all the mailboxes that are connected to your Office 365 account. Also, it will display whether the archive mailbox has been enabled or not in the archive mailbox column.
- Now, select the mailbox for which you want to enable “Archive mailbox.” Click Enable.
- A warning will be displayed on your screen as shown below. Click “Yes” to enable the archive mailbox.
It will take a few seconds to create the “Archive mailbox.” Once it is created, the user will get to know that know how to archive emails in Outlook 365 by year.
Alternative Solution if Users Wants to Save Email Data in Outlook
If a user wants to download their Outlook 365 data locally then, the user can opt for the Well-Engineered Office 365 Backup and Restore Tool. To get the solution to archive emails in Outlook 365 by date.
- Download the tool on the system and run it on your system. Type the login credentials to log in.
- Then select Office 365 as the source and outlook as the destination. Because all the data will move to the Outlook application.
- In the same window, mark the categories which users need to backup or restore.
- Now, the user can apply the date filter and set the date for each item available in the workload section.
- Now in the source tab, type the admin and application IDs for verification for the source platform.
- After validation, permission to the source user account will be given. Press the Next button.
- In the Destination tab, the user has to browse and set the destination path where all the Outlook PST files will be saved. The user must ensure that its folder path is less than 20 characters.
- Now validate the right permission and press Next.
- Now the user will see three options Fetch Users, Import Users, Download Templates with the help of that they can add source account users that need to backup.
- Now Validate the selected users to authorize them.
- Finally, after validation is completed successfully, hit on the Start to initiate the backup process.
By following all the steps users will be able to archive emails in Outlook 365 by date”.
Conclusion
It is a good practice to keep Outlook 365 old data in the archive mailbox is avoid the cluttering situation. Hence, in this write-up, we have answered the question “how to archive emails in Outlook 365 by year”. In this article, we have explained the manual technique to archive emails in Office 365. In addition to that, we have mentioned the alternative solution if the user wants to save emails locally.
Also Read: How to Bulk Import Local PST Files to Office 365 Mailboxes