How-To-Config

Auto-Archive E-mails in Outlook / Office for Mac 2011

Probably the most asked question about Outlook for Mac 2011 is why Microsoft didn’t include the Auto-Archive feature? Most companies have a limit on their employees mailboxes so you’d need to archive your e-mails every now and then. Instead of switching back to a Windows computer you could do the following:

1. Open up “Microsoft Outlook” from your Applications folder
2. Go to Outlook(top bar) -> Preferences -> General
3. Deselect “Hide On My Computer folders
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4. Right click the “On My Computer” link in the left navigation bar and select “New Folder“. Name the folder something like Archived E-mails
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5. Go to Tools -> Rules
6. With Exchange selected from the On My Computer section, click the + near the bottom of the window to create a new rule
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7. Change the rule name from “unititled” to something like “90 Day Auto-Archive
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8. Define under “When a new message arrives” the criterion as “Date Received” + “is Greater than or equal to + “90” to apply to messages older than 90 days
9. Define under “Do the Following: the action as “Move message” + “Archived E-mails (On My Computer)” Make sure you select a folder which does have (On My Computer) in it:
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10. Mark the “Enabled” box and click OK.
11. Select your Inbox and go to Message -> Rules -> Apply -> 90 Day Auto-Archive” to archive your e-mails from 90 days and older inside your Inbox
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Note: If you have arranged your inbox folder into sub-folders, you will need to run this rule on each folder individually.

2 Responses so far.

  1. Bill says:

    The mailbox is organized into multiple folders outside the inbox to be archived, as well as the sent folder. Is a rule required for each folder?

    Regards,

    Bill

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