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How to Archive Office 365 Email Account – A Comprehensive Guide

Published By Ashwani Tiwari
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On January 16th, 2024
Reading Time 7 Minutes Reading

MS Office 365 is a web-based email application used by many users all over the world. The Archive Office 365 account feature facilitates users with an additional mailbox storage space. Office 365 provides an endless amount of archive storage with the auto-expanding archiving feature. So, most of the users want to archive their mailboxes. Here, we come up with a comprehensive guide to know how to archive your email account effectively.

By turning on archive mailboxes, you can access and store email messages in your archive mailboxes by using the Outlook Web application. Learning to archive Office 365 mailbox can also help a user to copy or move messages between their primary mailbox and their archive mailbox. Mainly in this blog, we will be going to discuss the manual and professional solutions to execute the archiving task.

Make sure you understand all the steps of the described methods carefully for a successful archive.

Get the Expert Solution:

To move your O365 mailbox data to the archive mailbox, you can go with below mentioned PCVITA backup solution. Which provides a secure way to save your data. Find the free demo version here:

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Best Alternative to Archive Office 365 Account

  • Step 1. Download and launch the tool on your computer.
  • Step 2. Opt Office 365 as source and Outlook as destination. 
  • Step 3. Choose mailbox categories and apply date filter.
  • Step 4. Login with Office 365 admin credentials. 
  • Step 5. Validate permissions and click on satrt button.

How Do I Manually Archive Office 365 Account?

Office 365 facilitates an additional mailbox storage space for its users. But, to archive your email account, a user mailbox should have enabled “Archive mailbox” functionality. Once the archive mailbox has been enabled, the user can transfer messages from the primary mailbox to the archive mailbox easily. To perform the procedure all the steps are listed below.

Enable Archive Mailbox in Office 365

Step 1. Visit and log in with your Office 365 credentials (Username & password).

Step 2. Now, in the “Security and Compliance Center,” choose “Data governance,” after that hit on “Archive” to archive Office 365 mailbox.

Step 3. Here, the “Archive” page will have appeared on your screen. You can see all the mailboxes that are connected to your Office 365 account. Also, the archive mailbox column will display whether an archive mailbox has been enabled or not.

Step 4. Choose the mailbox for which you need to enable “Archive mailbox.”

Step 5. Click on “Yes” to enable the archive mailbox when a warning will be displayed on your screen.

Step 6. Lastly, it will take a few seconds to create the “Archive mailbox” and archive Office 365 account. Once it is created completely, a user will be able to view the archive mailbox.

Also Read: How to Migrate Mailboxes from GoDaddy to Office 365 Account?

Enable Archiving Emails from the Mailboxes

After enabling the settings now, a user can archive emails by following the below-outlined steps in sequence:

Step 1. First of all, sign in to Outlook using Office 365 account. Then, open the folder from where you need to archive emails.

Note: A user can also execute this action by clicking the individual emails, and then selecting the “Archive” icon on the top pane of the Office 365 account.

Step 2:

Now, to completely archive Office 365 mailbox, choose the specific emails and right-click on them. A window will display on the screen. Click on the “Archive” button and transfer the emails into archive mailbox.

Archiving in MS Outlook 2016

Step 1. Initially, open Outlook on your local machine and choose an email from your inbox or any other desired folder

Step 2. Right-click on those specified emails, and click on “Archive” to move emails to the archive mailbox.

Note: A user can also execute this action by selecting emails, and then clicking “Archive” in the “Delete” group. Archive Office 365 account can also help the user can to use the “backspace” button on the keyboard to directly archive the specified emails.

How Can I Archive an Outlook Folder?

Step 1. In order to transfer an entire folder to the archive, then go to the “File” tab and choose the “Tools” option. Here, from the drop-down menu, opt for “Clean up old items.”

Step 2. A wizard will display on the screen all the folders of MS Outlook. Choose the single folder that you need to move to the archive. Other than learning to archive Office 365 mailbox, in this segment, you can opt for the date from which you need to archive the emails from an Outlook folder.

Also, you can add emails that have enabled “Do not Auto Archive.” Choose the location on your desktop where you want to store this archive file and click on the “OK” button.

This might be all so confusing for you to keep archiving data by following these steps for different requirements. Well, let’s make this procedure easier for you now, shall we?

Must Read: How to Migrate Mailboxes from One Microsoft 365 Tenant to Another? Complete Guide

Alternative to Archive Office 365 Accounts – Instant Solution

This alternate process consists of the usage of the third-party application that is being developed to archive Office 365 email account easily. One such software is Office 365 email Backup, which enables the user to archive Outlook 2016 accounts in an appropriate manner. The above-stated manual solutions have some constraints that affect the procedure directly.

Moreover, a user can opt for this software because it facilitates amazing and countless features. It provides an understandable user interface so even, a novice user can also avail of it. This software is capable of online archive Office 365 mailboxes without losing a bit of the user’s crucial data. It also allows the user to download their email data in Outlook-supported file format into the local system. Get the free demo version of the tool here:

Key Features of the tool:

  • The perfect solution is to create a local copy on the system
  • Option to save data in Outlook data file format
  • Archive your emails along with Calendar & Contacts
  • Date Filter option to filter emails and other items
  • Also, import Outlook Data File to Office 365 with this tool
  • 24X7 Customer Support via Emails, Chat

Working Steps to Archive Office 365 Account on System

Step 1: Download the above utility and install it on your system. After launching, choose Office 365 as the source backup platform and Outlook as the destination backup platform.

Step 2: Check all the required mailbox items from the list and use the date filter for selective data backup. And click on the Next button.

Step 3: Use the Admin account credentials like the Admin ID and Application ID and hit validate button to validate permissions.

Step 4: Define the destination and path to archive Office 365 mailbox for saving the resultant  file on your local computer.

Step 5: Lastly select the required Office 365 account mailbox and click on the Start backup button

Final Words

Most of the time, users need an alternative to executing the process of archiving their accounts. So, in this blog, we have discussed effective methods to do the same. But, the manual solution has some limitations. Thus, it is recommended to opt for an alternative which is discussed above. With the help of this software, a user can easily archive Office 365 account without any hindrance. Furthermore, a user can go with any one of them as per their desire.

Commonly Asked Queries

Q. Can I try this utility before purchasing its full version?

A. Yes, you can try the free trial version of the tool to try all the features before purchasing the full version.

Q. Does this application support shared mailboxes as well?

A. No, you can not archive Office 365 email accounts along with shared mailboxes.


By Ashwani Tiwari

I am an Expert Technical Analyst, specialized in assisting users with complex technological challenges. Through my blogs and articles, I offer expert guidance to help tackle these technical issues effectively. My true passion lies in providing valuable insights and simplifying complicated technicalities, enhancing user understanding and confidence.