How to Archive Office 365 Email Account | A Comprehensive Guide

Bella Blackwell | June 21st, 2020 | MS Outlook

Archive Office 365 Email Account

MS Office 365 is a web-based email application and used by many users all over the world. Archiving in Office 365 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 Office 365 mailbox. Here, we come up with a comprehensive guide to know how to archive Office 365 email account effectively.

By turn on archive mailboxes, you can access and store email messages in your archive mailboxes by using Outlook Web application. A user can also 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.

Get the Expert Solution:

To archive your O365 mailbox data you can go with PCVita Office 365 backup automated solution. Which provides a secure way to save your data. Find the free demo version here:

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How Do I Manually Archive Office 365 Account?

Office 365 facilitates an additional mailbox storage space to its users. But, to archive Office 365 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 https://protection.office.com/ 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.”
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.” Once it is created completely, a user will be able to view the archive mailbox.

Archive Emails in Office 365 Account

After enabling the settings now, a user can archive emails by following 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 “Archive” icon on the top pane of Office 365 account.


Step 2: Now, choose the specific emails and right-click on them. A window will display on the screen. Click on the “Archive” button to archive Office 365 email account 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 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. The user can also use the “backspace” button on the keyboard to directly archive the specified emails.

How Can I Archive an Outlook Folder?

Step 1: Firstly, to transfer an entire folder to archive, then go to the “File” tab and choose “Tools” option. Here, from the drop-down menu, opt “Clean up old items.”
Step 2: A wizard will display on the screen with all the folders of MS Outlook. Choose the single folder that you need to move to archive. In this segment, you can opt the date from which you need to archive the Outlook emails. 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.

Professional Solution to Archive O365 Emails Instantly

This alternate process consists 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 account in an appropriate manner. The above-stated manual solutions have some constraints that affect the procedure directly.

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

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Key Features of the tool:

  • Perfect solution to create a local copy on system
  • Option to save data either in PST or EML file format
  • Archive Office 365 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 Mailbox on System

Step 1: Add the credentials of MS Office 365 account which you need to export Office 365 mailbox to PST.

Step 2: Now, choose folders of your Office 365 account which are required to archive Office 365 mailbox.

Step 3: Here, Browse location in your computer for saving Office 365 data to hard drive or local server.

Step 4: At last, choose output format, in which you want to archive your data.

Final Words

Most of the times, users need an alternative to executing the process of archiving Office 365 account. 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 an alternative which is discussed above. With the help of this software, a user can easily archive Office 365 email 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 full version.

Q. Does this application support shared mailboxes as well?

A. Yes, you can archive Office 365 email account along with shared mailboxes.