It is important to archive your email as your mailbox grows and with the increasing volume of information that is flowing via email these days we need to ensure that our mailboxes are kept working at an optimum level. Microsoft recommends mailbox sizes of less than 2GB for optimum performance.
To archive open outlook and click on ‘File’ along the top tab menu bar. From the ‘Info’ tab you will need to click on ‘Cleanup Tools’
Click on ‘cleanup tools‘ and select ‘Archive’
The following window will appear
Select your entire mailbox at the top of the list and choose a date that you would like to archive from. Then click on the ‘Browse’ button to select a location that you’d like to save your archive – the location is up to you but if you have an ‘outlook folder’ on your computer or storage drive we recommend that you use that location.
Click ‘OK’ and the archiving process will begin. This may take some time, depending on your mailbox size, and Outlook will be too busy to do any other work while it’s archiving so pick your time carefully.
Once the process has been completed a new folder will appear in Outlook so you will still be able to access all of your mail items with no trouble at all.
If you’re on a remote server, depending on where you choose to save your archive, it will still be backed up but be aware that if you are archiving on a local computer you’re archives will no longer be on the ‘exchange server’ and will only be backed up if you take the time to back them up.