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How to Archive Emails in Outlook 365 to Local Drive? Learn It Step-by-Step

Published By Ashwani Tiwari
Anuraag Singh
Approved By Anuraag Singh
Published On July 18th, 2023
Reading Time 8 Minutes Reading

Overview: Learn the easy steps for how to archive emails in Outlook 365 to local drive as given in this blog. Find the reasons for which users are looking for this solution. Also, look at the solution which can help you save the emails from your mailbox as discussed in this write-up. Diving into it!

Office 365 is one of the most popular email platforms which provides users with services for sending and receiving and sending emails. It offers subscription plans to users giving certain benefits and increasing the storage space and resources as the user purchases a new plan. There are different plans for businesses and home users.

Sometimes, when storage space is filled in the mailbox, users look to archive emails in Outlook 365 to a local drive. The space in Outlook 365 mailbox is when filled, there are two things that a user can do; save the emails to an archive mailbox or purchase a new subscription plan. Most users prefer going for the first option so as to not waste any money on things they might not require.

Let’s find out how to save space in the mailbox when Office 365 storage space is full.

Table of Content

Important Note: If you want to instantly free up some space in your Outlook 365 account, you can do so with the help of the Office 365 Backup Tool. Find the quick working steps of this tool in the coming section.

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5 Steps to Archive Emails in Outlook 365 to Local Drive

  • Step 1. Download, install & run the tool on PC.
  • Step 2. Opt Office 365 as source & Outlook as destination.
  • Step 3. Select the required workload & apply date filter.
  • Step 4. Login with admin credentials & validate permission.
  • Step 5. Define destination location & start the backup.

Different Ways for How to Archive Emails in Outlook 365 to Local Drive?

The answers to this query are as follows:

For the first method, you will first have to make sure that the Archive Mailbox is enabled in your Outlook 365 account. To do that, you have to first go to the Security and Compliance Center and choose Data Governance. Click on the Archive option and then you have to choose the mailbox you want to enable Archive Mailbox.

The second method, on the other hand, just has to be downloaded and will help you with saving the emails in a short time duration, say minutes.

Let’s learn more about how to archive emails in Outlook 365 to local drives using these methods.

How Does the Manual Method Help in Archiving Outlook Emails to Local Drive?

If you have successfully enabled your Archive mailbox on your Outlook account, you just have to go through the steps listed below:

Step 1. First of all, log in to Outlook using your Office 365 account.

Step 2. Now, go to the folder you want to archive emails from.

Step 3. Choose the emails and right-click on them.

Step 4. A drop-down will appear and choose the Archive option.

The emails will be archived in no time. Now, if you want to save selective emails from your Outlook 2016 account.

Also Read: How to Bulk Export Office 365 Mailbox to PST? Step By Step Solution

How to Archive Emails in Outlook 365 to Local Drive – Procedure for Outlook 2016

Remember, this method will only work if you have configured your Office 365 account with your Outlook account. Only then can you make use of the archive feature in Outlook to save some space by archiving old emails.

Note: The archived emails will be saved locally in the Archive Folder of Outlook.

Step 1. Launch Outlook for desktop on your Windows OS screen and choose the emails you want to archive from the inbox or other folders.

Step 2. Now, right-click on these emails and select the Archive option to move the older emails to the archive mailbox.

Step 3. Or, you can select the emails by clicking on the Archive button from the Delete group.

Step 4. It is also possible to archive these emails by pressing the Backspace button on the keyboard.

Limitations of the Manual Method in Archiving Emails in Outlook 365 to Local Drive

  • As a user, when you try to archive Outlook emails manually, you might find it a time-consuming process. It becomes tedious and inefficient, involving searching for emails, selecting them one by one, and then saving them to the local drive. Moreover, having a large number of emails to archive adds to the time required.
  • You also experience a lack of automation with the manual method. You need to remember to archive emails regularly, and without automation, you might forget to archive important emails. This can lead to clutter in my mailbox and an increased risk of data loss.
  • Another issue that you can face is incomplete archiving. You can accidentally miss certain emails or not properly select some emails during the archiving process. Consequently, your archives end up being incomplete, defeating the purpose of archiving in the first place.
  • In terms of consistency, manually saving emails to a local drive raises various challenges. It is not easy to maintain a systematic and well-organized archiving with a consistent folder structure. As a result, searching for a specific email later on becomes nearly impossible.
  • Additionally, the lack of centralization in the manual email archiving process poses the biggest challenge. Each user is responsible for their own email archiving process. Which leads to inconsistent archiving practices within the organization. This makes it harder to ensure data compliance and retention policies are in place.
  • You also have to worry about potential data loss when you save emails to the local drive. There is a risk of permanently losing archived emails if the local drive encounters hardware failure or other issues. While having backups can mitigate this risk, it adds another layer of complexity to the archiving process.
  • Storage limitations are another concern. Local drives have finite storage capacity, and archiving a large number of emails can quickly consume space. This may result in performance issues or additional expenses to upgrade storage.
  • Furthermore, finding specific emails within a manually archived system is more difficult compared to using built-in search features in email clients like Outlook. Manual archiving lacks the advanced search capabilities and indexing features available in email clients.

Now, for a more reliable approach, you should go for the next method. This solution will make the procedure easy and help you to move emails in bulk without going through any trouble. Check it out and understand it’s working.

How to Archive Emails in Outlook 365 to Local Drive Using Instant Solution?

For instant and bulk archiving emails from your Outlook 365 account and saving these emails on your local storage, you can use this tool. Take a backup of your data from your Outlook account to save some space in your mailbox as well as have a backup so that if anything unfortunate happens with your data, you will have your data safe on your local storage.

Let’s take a look at the workings of this software and check the features offered for a hassle-free operation:

Step 1. Download, Install & run the software on your local computer.

Step 2. Choose Office 365 as the source & Outlook as the destination from the main screen.

Step 3. In the workload selection, you can choose the required mailbox items from the given list of categories. Also, apply a date filter if you want to back up data selectively.

Step 4. In this step, you need to use your Office 365 admin account credentials, i.e. admin email and application ID to log in to the portal. Then validate the required permission by clicking the validate button.

Step 5. Now, locate the destination path on your pc, in order to save the resultant PST files. And validate the respective permission.

Step 6. Create mapping and select the required mailbox that needs to be backed up and click on the Start backup to archive emails in Outlook 365 to local drive.

Must Read: Learn the Reliable way for Moving Email from a .pst File to Your Office 365 Account

Concluding Lines

The most asked query of Outlook users, i.e. how to archive emails from Outlook 365 to local drive, is answered with the only useful methods known. As it is understood by reading the entire blog, you can perform the task manually, but you will have to select the emails from your account one by one. For bulk migrating emails, you can make use of the tool mentioned above. Also, save email selectively with the help of the tool in a short time period.