Email archiving ensures that email newsletters and other email communications remain deliverable, searchable, and accessible.

When you archive messages or an email, it moves out of the inbox and into another folder (typically your archives).

If you aren’t emailing customers frequently enough to ensure they won’t miss important email communications from you, archiving becomes even more crucial because their inboxes can fill up easily with other emails received from other businesses.

A cluttered inbox makes it hard for customers to find relevant information when needed.

It also makes it difficult for them to distinguish which email communications are important and require a response, and which email communications can be ignored because you aren’t going to send them again.

Email archiving should be part of a larger email marketing strategy, but it can also work as a stand-alone process for busy email marketers who simply want to ensure their email newsletters don’t clutter up customers’ inboxes.

In this blog post, we’ll explore email archiving from every angle. We’ll define what email archiving really means, as well as cover details on how long emails stay searchable after they’re archived. In addition, we’ll look at how email archiving benefits businesses that use email newsletters for marketing purposes.

Finally, we’ll discuss the importance of the archived messages in the first place.

What Does Email Archiving Really Mean?

When email marketers talk about email archiving, they’re usually referring to email newsletters that move out of an email inbox and into another folder (typically referred to as your email archives). 

Typically, when email newsletters are sent to customers, they go directly into their inboxes for them to read at their convenience.

However, you might also wish for customers not to view your email newsletter immediately upon receipt because it contains the information they don’t need right away (such as sales announcements or other time-sensitive content).

In this case, you can choose either option of delivering the email yourself or using a third-party email marketing service which gives email marketers the ability to email customers directly from a third-party email injection platform.

You can also use email archiving as a way to store your email newsletters without giving them away since email newsletters are sent in HTML format and often contain graphics.

When you archive an email newsletter, it moves out of the inbox and into another folder (typically your email archives). In addition, other less important emails that clutter up the inbox might be archived so customers have better access to important email communications.

Interested in email marketing? Check out these articles!

Why would you archive an email?

Archiving email is a good idea for email newsletters that contain graphics and HTML content, to prevent image display difficulties in email clients.

Archiving email can also be used as a way of storing your email newsletters without giving them away since email newsletters are sent in HTML format and often contain graphics. Your email archives will remain organized and easily accessible for future reference when you use archiving along with email marketing campaigns (in addition to email management tools).

Where Do Archived Emails Go?  

A common question among email marketers is “what happens after an email is archived?” The answer isn’t cut and dry because there are a few different options available when it comes to where archived emails go.

Typically, email marketers archive email newsletters and other email communications so they don’t clutter up email inboxes. In addition, email archiving allows email customers to view email newsletters at their convenience (rather than having them delivered immediately).

However, there are different ways in which email archiving can be executed. For example, emails can be archived in folders or using third-party email management tools like Mailstrom. Most business owners choose email archiving because it allows them to actually find important email messages when needed (and ensures that customers read every single one of their emails).

When Do Archived Emails Disappear?

If you aren’t sending out email newsletters frequently enough for your customers to see them before they’re archived (or you email less frequently), email archiving can work as a stand-alone email marketing strategy.

However, email marketers will often use email archiving along with email marketing campaigns (in addition to email management tools) in order to keep their email archives organized and easily accessible for future reference.

In order to ensure your email newsletters aren’t deleted from your customer’s email inboxes, ISIPP SuretyMail helps you create an email retention policy that specifies how long the emails stay searchable after they’re archived.

When it comes to keeping track of important communications sent through email, many business owners choose an email archiving solution because deleting important emails can prove costly. In addition, losing important data could result in your company having to pay fines or incur other types of expenses.

Email archiving is also crucial for email marketing because email newsletters are often sent in HTML format, which means they contain graphics elements.  When you archive email newsletters, other less important emails that clutter up the inbox might be archived so customers have better access to important email communications.

Emails that have been deemed unimportant or irrelevant can sometimes be found in email archives. For example, when an email newsletter is done away with and no longer sent to customers, it’s a good idea to backtrack through your email archives in order to ensure nothing gets deleted by mistake.

Email archiving ensures your email newsletters remain searchable from one location so you can easily find them again when needed.

Can you archive multiple messages?

 Yes, you can. All email has an “archive” function which removes it from the inbox, but leaves the message in storage for later use should it be needed. To archive multiple messages simultaneously, select them by tapping on them with one finger (hold down the letter “a” to tap rapidly until all desired messages are selected). Once they are highlighted, swipe left or right across the screen to archive. You may also choose to unselect individual emails first before archiving or you will archive what was just archived and select what is already archived without any way to undo it.

What is the difference between deleting and archiving?

The difference between deleting email and email archiving is that email archiving preserves email from cluttering up inboxes. Email newsletters are often sent in HTML format, which means they contain graphics elements.  When you archive email newsletters, other less important emails that clutter up the inbox might be archived so customers have better access to important email communications.

Emails that have been deemed unimportant or irrelevant can sometimes be found in email archives. For example, when an email newsletter is done away with and no longer sent to customers, it’s a good idea to backtrack through your email archives in order to ensure nothing gets deleted by mistake.

Email archiving ensures your email newsletters remain searchable from one location so you can easily find them again when needed.

Also if you want to know how to unarchive an email, check out this article!

Summary

Email archiving is a great email marketing tool because it helps you keep track of important email communications that have been archived. In addition, email archiving ensures your email newsletters remain searchable from one location so you can easily find them again when needed. Email marketers will often use email archiving along with email marketing campaigns (in addition to email management tools) in order to keep their email archives organized and easily accessible for future reference. If you found this article useful, remember to share it!

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A data-driven professional with more than 10 years of experience in digital marketing, SEO, PPC, automation, and so on. Privately tea lover, gamer, tech nerd, and traveler. I love writing about marketing!

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