Microsoft Outlook Do Not Archive Items in This Folder [step by Step Guide]

 Archive describes “historical documents or records providing information about a place, institution or group of people. As the Oxford dictionary says: a collection of historical documents or records providing information about a place, institution or group of people. 

What is Archive in Outlook?

From time to time, we have files that are older and no longer have any importance to us, such as movies and games at home. We go ahead and move those old copies to a different folder so we can make space for things more important like the latest work file from work or a new addition to an album of our children.

Why Archive Is Important?

autoarchive setting outlookIf you’re working in a paper-based work environment, then it can become overwhelming trying to juggle all of your documents at once. It’s difficult to sort out what’s important and to which files each is supposed to go if you don’t keep yourself organized enough. Microsoft outlook takes care of this for you with the auto-archive feature that allows you to organize your emails in one easy place.

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Accessed folders save older emails, calendars, and more in a different folder on your hard drive.

Archiving is used to help reduce the size of your mailbox. In Microsoft Outlook, archiving automatically transfers older items from your inbox and stores them into a separate archive.pst file. This helps you interact with your e-mails in two ways: by reducing the overall size of your mailbox and having access to old items or documents.

Outlook has many different types of folders, but Outlook Archive is a special one in that it can either serve as one of the following:

  • Move emails and other items from their current folders to an archive folder.
  • Permanently delete old emails and other items as soon as they have passed the specified ageing period.

Steps to Get Auto-archive Activated in Outlook

One way to help you deal with that burden of many responsibilities is the AutoArchive feature which will automatically move archived items away from your Inbox – without cluttering up the space.

 Step 1 – Click to File Tab >> Click Options >> Advanced >> Autoarchive settings >> OK 

Step 2 – Next step is very important and will ask you several things.

Autoarchive popup

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Run AutoArchive every *** day – Select How Running the Auto Archiving should be done, Only on Weekends (Sundays and Mondays) or Every day we get Monday-Saturday. Keep in mind that you can only set it to run every 20 days at a time.

If you are unhappy with AutoArchive, then there is a way to turn it off. First of all, unselect this feature from the server.

  • Prompt before AutoArchive runs – Sometimes you want to take back your decision, or another person’s decision. If you choose Cancel, Outlook disables the Auto Archive action and leaves messages where they are until the next time Auto Archive runs. You can also change a setting so that Outlook reminds you again before moving older items to the archive.
  • Delete expired items (e-mail folders only) – This option is designed to delete your emails on the date selected (it will be deleted once their ageing period has expired.)
  • Archive or delete old items – The AutoArchive function provides a simple way to maintain documents you no longer need by making sure they are moved out of the folder in which they’re stored. The AutoArchive schedule allows you to specify when and how often AutoArchive occurs.
  • Show archive folder in folder list- If you are pressed for space on your hard drive, consider making an Archive folder and moving older files into that.
  • Clean out items older than *** months – Google lets you save items in your archive for a certain period of time. The time window is up to 60 months. This ensures that you won’t lose access to the data you kept with Google if they decided to say delete your account one day.
  • Move old items to –Under this option, you are going to have the option of selecting where you want to save your archive in regards to whether or not you’d prefer it to default and automatically delete them.
  • Permanently delete items –This option automatically deletes any expired items from the selected folder(s). The default behaviour is to delete them without making a copy of the first.
  • Apply these settings to all folders now – This option applies all of your AutoArchive settings to all sources mentioned above for the future.

As you archive your Wayback Machine content, it’s displayed in the status bar.

How to Turn off AutoArchive in Outlook

  • Step 1 – Click to File Tab >> Click Options >> Advanced >> Autoarchive settings >> OK
  • Step 2 – Uncheck Run auto-archive in every *** day, that way auto-archive turns off.

Steps to Get Archive Items Manually in Outlook

Archive items automatically according to a cron job. This way, you will always have a daily backup stored in memory or on an SSD (Solid-State Drive), and you increase fault tolerance in case of a failure or downtime.

  •  Step 1 – Click File tab >> Info >> Cleanup tools >> Archive

account information archive tab outlook

  • Step 2 – Select the Archive this folder and all subfolders option, and select the folder you want to archive.

manual archive popup box

  • Step 3 – Under this option, you have to select the date, this will signal outlook to archive mail older than that day.
  • Step 4 – Select the Include items with the “Do not AutoArchive” checked box to archive individual items that are excluded from automatic archiving.
  • Final Step – Click OK 

How To Not Auto Archive Items In An Outlook Folder?

Under the AutoArchive section, there is an option called “When to archive”. There, you will find either the option to select only important emails or the option to select all of your emails. If you want to exclude some files or emails from the archiving process altogether, there’s an option that allows you to do so as well.

You have two options – you can either choose to set auto-archive on a specific email (or multiple emails) or turn off the auto-archive option entirely.

  • Select the particular mail and press Alt + Enter keys together to open the Properties dialogue box.
  • Check Do not AutoArchive this item option and click the OK button.

Properties dialog box outlook

Click OK and Apply, This step is useful if you want an individual [mail, calendar, or contact]. In the majority of cases, the user wants to enable auto-archive on a simple scale basis.

Step by Step Guide for Stop auto-archive for multiple emails

  • Step 1 – Select the folder where you want not auto-archive multiple items, click View tab >> Click View Settings.

view setting outlook

  • Step 2 – You get a popup [Advanced View Settings dialogue box] Click to Columns on top of the box.

advance view setting compact

  • Step 3 – Show Columns dialogue box consists of bulk of options Start with Select All Mail fields >> Select Do not auto-archive >> Click Add [You can see Do not auto-archive shifted to right portion] >> click the Move Up or Move Down buttons [it is optional to adjust the sequence you want Do not auto-archive to appear], and finally (5) click the OK button.

show column

(insert script for game-changer for not auto-archive for multiple emails).

  • Step 4 – Now you return back to the Advanced View Settings dialogue box >> click the Other Settings button.
  • Step 5 – A separate dialogue box popup, check the Allow in-cell editing and click the OK.

other view setting outlook

  • Step 6 – Back to the homepage of Microsoft Outlook click View Tab >> Reading Pane >> Off

Reading Pane off

  • Step 7 – Do Not AutoArchive column is added to the folder. Now you can select multiple emails which not want to auto archive.

Microsoft Outlook Do Not Archive Items In This Folder

Hopefully, this guide has shed light on How Microsoft Outlook does not archive items in this folder. Under this guide both particular or multiple selections of emails can be archived automatically, manually, and selectively stop archiving or no longer archive items in this folder.