What Does it Mean to Archive an Email? A Guide to Email Archiving

Are you familiar with the process of email archiving? It is a critical component of any digital compliance program, and can be used to protect sensitive business information from data breaches, unauthorized access and other security risks.

In this comprehensive guide, we explore all aspects of email archiving – from why it’s important and how it’s done, to its legal implications and how to ensure successful archiving. We explain topics such as retention and discovery requirements, web archiving and storage management, and discuss the various tools available for archiving large volumes of emails.

This article will provide you with all the information and resources needed to effectively archive and secure your emails.

What is Email Archiving?

Email archiving is an important part of managing digital correspondence. It involves the process of moving infrequently used but essential emails away from the inbox into an archive folder, so that they are no longer visible in the normal view. An email archive is a set of emails which stores and preserves incoming and outgoing email messages, as well as their attachments in a read-only format.

The purpose of archiving emails is to provide storage room while keeping easily accessible emails for reference at any time – this is often useful when resolving customer service issues or defending companies against legal claims. The archive email folder works similarly to the Inbox and Sent Items folder – messages are grouped according to certain criteria such as date, sender/recipient, subject etc., and archived messages can still be searched and retrieved whenever needed. However, in order for the archive folder to function correctly, users must create it before archiving messages or make an existing folder the archive.

The main benefit of archiving emails is that it helps keep email content in the inbox clutter-free. Instead of deleting emails, which means they will go into the Trash folder and eventually be permanently removed, they can be moved to an archive folder where they are saved and can still be accessed. This is especially beneficial in organizations required to respond to lawsuits, comply with government regulations, or preserve eDiscovery requests that involve emails. Cloud storage options are also a great way to save storage capacity and eliminate the management of PST file folders.

What is the Difference Between Archiving and Deleting Emails?

Archiving emails is different from simply just deleting messages from them, as deleted messages usually go into the trash folder and are eventually permanently removed, whereas archiving emails means sending those messages to a specific folder – which can be referred to as an “archive”, “all mail”, or “storage” folder – from where they can still be retrieved if necessary. On Gmail/Google Apps, for example, the archive folder is called All Mail.

There are certain situations in which archiving emails is preferable to deleting them, because it allows users to keep all important conversations intact in one place. For instance, many federal laws (like GDPR) require companies to store archived emails while deleted emails would be out of compliance.

Additionally, using an email archiving software has a number of advantages: it reduces storage costs, eliminates the need to manage multiple PST files, enables quicker eDiscovery retrieval, and keeps important information organized.

Why Should You Archive Your Emails?

Email archiving has become increasingly important in recent years, as it helps to reduce mental clutter and keep emails safe from theft or damage. It also allows businesses to comply with retention laws. In this essay, we will explore the benefits of email archiving and how organizations can benefit from it.

Cloud-based solutions offer more services than storing emails on a desktop computer, such as providing users with better control over their inboxes and saving them storage space and time. Organizations that have high volumes of emails can also benefit from email archiving by using archived emails as evidence in litigation cases or finding emails under subpoena for e-discovery purposes.

Having an email with archive function gives users greater control over their inboxes while simultaneously freeing up storage space and saving them time when searching for specific messages. Furthermore, having an email archive is beneficial for businesses because it helps them comply with retention laws which require companies to store certain types of data for a specified period of time.

In conclusion, starting to archive emails is a great choice for anyone wishing to take control of their inbox and avoid potential legal ramifications associated with not complying with retention laws. Email archiving offers numerous advantages such as reducing mental clutter, keeping emails safe from theft or damage, helping businesses comply with retention laws, giving users better control over their inboxes, saving storage space and time when searching through old messages – all while avoiding potential legal issues related to noncompliance with data regulations.

How to Archive Emails

Archiving emails is a useful tool for organizing and preserving important messages. It allows users to store emails in an organized manner, making them easier to find and reference later on. There are many benefits of archiving emails, such as improved organization, increased storage space, and better security. To archive emails with different email clients, users can use a variety of methods including drag-and-drop folders or manual selection options. With metaphors like “digital filing cabinet” and personification like “emails that never forget,” archiving is a powerful way to keep your own inbox organized and tidy while ensuring important messages remain accessible.

How to Archive Emails in Gmail

Archiving emails in Gmail is easy. It involves moving messages from your mail label one folder (Inbox) to another (Archive). This helps take control of your Inbox by removing mail from it, but keeping it in the account for future reference. To archive emails, all users have to do is select the messages they want to move and drag them to the Trash folder. Users should also be mindful of emails that are not important enough to stay in their inbox, but they don’t want to delete — to deal with such emails, users can utilize Gmail’s archive feature.

To save time and further clean up your inbox, users can enable the “Send & Archive” setting in Gmail. To do this, users have to go to settings, search for “Send and Archive”, select “Show the “Send & Archive” button in reply”, and click “Save changes”. With this setting enabled, emails get archived right after sending them.

Organizing emails by archiving them means placing already read messages in an archive folder located in the left pane of Gmail interface. That way, instead having a long list of emails in your inbox, archived emails are tidily stored out of sight and neatly organized.

How to Archive Emails in Outlook

It’s important to understand the difference between archiving and deleting emails by addressing the questions from Section 1.1’s knowledge base before archiving emails in Outlook. Additionally, users must address the questions from Section 2’s knowledge base to gain insight into why they should archive emails.

Archiving emails in Outlook works similarly to deleting mail in Gmail. Users can select old emails by clicking the checkbox next to the emails. Once selected, outlook gives the user two options – to delete the emails or to archive them. In Outlook, users can choose to move their emails to either the Deleted Items folder or the Archive folder, which can be found under the Home tab.

When an email is archived, it is moved from the Inbox folder to the Archive folder where it is safely stored.

How to Archive Emails in Yahoo

The Yahoo mail archive consists of all emails received across different folders including the Inbox folder. The Yahoo mail archive icon helps users easily access their archived messages. To find the archive folder in Yahoo mail, one needs to expand the folders tree on the left side.

To preserve storage space and to keep the mailbox tidy and organized, archiving old emails is the best option rather than deleting them. To archive emails, users just need to move the selected messages to the archive folder located in the folders tree.

How to Archive Emails on iCloud.com

iCloud.com is a cloud-based email service offered by Apple and can be accessed through a web browser. It offers several advantages over traditional email clients such as improved security and cross-device synchronization.

Archiving emails on iCloud.com is easy and there are multiple ways to do it. Emails may be automatically archived using rules, allowing users to craft filters based on criteria such as sender, subject, importance, or even conversations. Additionally, emails can be manually archived by selecting them and then clicking the Archive button.

How to Archive Emails on iPhone

Archiving emails on an iPhone is slightly different from other email clients because there is no dedicated folder for archived emails. Instead, emails are archived by swiping left on the previous message in the Mail app to move it to the All Mail folder. Any emails that are archived can be found in the All Mail folder and they can be viewed there or in the original folder they were sent to.

Archiving emails on an iPhone provides users with total control over their inboxes while simultaneously preventing clutter. After properly organizing emails or creating structures that fit individual needs, users can start archiving emails by following these simple steps: select emails, swipe left until the Archive button appears and tap it to move emails to the All Mail folder.

Interested in email marketing? Check out these articles!

How to Archive Emails on Mac

Archiving emails on the Mac version of Mail operates differently compared to archiving emails on mobile devices such as iPhones. On Mac computers, there is an Archive button located in the Mail sidebar which users can click to archive emails from the selected folder. Additionally, Mac users have the option of going to Viewing preferences in Mail⁠— where they can change the Move discarded message option to Archive. This will cause Mail to move any emails that are discarded using the trash can icon to the Archive mailbox.

Wherefore, searching for archived emails is simplified as Mac Mail comes equipped with a search bar which users can take advantage of. By typing in keywords from the email subject or sender, users can quickly and efficiently locate and find archived emails within.

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

Is it Better to Archive or Delete Emails?

Archiving emails is the process of storing and organizing emailed messages in an email archive. Its purpose is to maintain an historical record of electronic communications while taking control of the inbox by moving old emails from the inbox to a separate storage location. Archiving emails can be advantageous for certain use cases such as when businesses are required to retain and retrieve archived emails for auditing and compliance regulations, or when organizations have large mailboxes that need efficient management protocols.

The key difference between archiving and deleting emails is that archived emails remain in their original format and can easily be restored to their initial state whereas deleted emails are permanently removed from the system and cannot be recovered. This means that archived emails can be easily called upon for any required information or legal proceedings, so that businesses don’t risk losing important data. For example, many businesses must keep emailed communication records for seven years after the time they were sent in order to comply with regulations like GDPR or ISO 27001.

On the other hand, archiving can be beneficial for organizations with large mailboxes, as it considerably reduces the strain on system resources while providing a reliable backup copy of emails. By archiving emails, businesses will benefit from increased storage capacity and better data protection through secure retention protocols. Additionally, the use of an automated email archiving solutions can streamline mailbox management processes.

In conclusion, the decision of whether to either archive messages or delete emails should depend on individual needs and use cases. Messages can be deleted for everyday use, whereas emails that are needed for searches, audits and compliance purposes must be archived. Generally speaking, archiving emails can produce a range of benefits such as taking control of the inbox, reducing clutter, and offering an additional layer of security by creating offsite copies of emails.

Email Archiving Solutions

Third-party email archiving solutions are essential for businesses looking to store and protect their emails and other important messages. When selecting a cloud email archiving provider, it is important to consider factors such as cost, scalability, data security features, and customer service. Specialized email archiving services typically offer features like automated backups, searchable archives, compliance with regulations or industry standards, and secure storage of archived emails. Microsoft Exchange Server 2013 provides an in-place archiving feature that allows users to store emails on the server without taking up additional space on the user’s mailbox. Mailbird is another automated email archiving tool that can be used to automatically archive incoming emails into designated folders based on criteria set by the user. Email archiving tools also play an important role in organizations with data permanence priority since they provide a reliable way of storing critical information for long periods of time. Companies should carefully evaluate their needs before choosing the best option for them when it comes to third-party email archive solutions. In conclusion, having an effective third-party email backup and archive system in place is essential for any business looking to start archiving emails and other important messages securely and reliably over time.

Automatically Archive Emails

Email archiving is an essential tool for businesses and individuals alike, allowing them to store emails in a secure location for future reference. Automated email archiving solutions like Mailbird provide users with the ability to quickly and easily archive their emails, ensuring that important messages are stored safely and securely. When selecting a cloud email archiving solution provider, there are several features to consider such as data security protocols, storage capacity limits, user-friendly interfaces, and cost efficiency. In addition to automated solutions, an in-place archiving solution can also be used which provides advantages over manually archiving emails such as faster retrieval times and improved organization of archived messages. Automated archiving solutions help users archive emails quickly while also providing timely storage of important messages so they can be accessed when needed. By utilizing these tools effectively, businesses and individuals alike can ensure that their valuable information is kept safe from potential threats or loss.

How to Unarchive Emails

Unarchiving emails is the process of restoring archived emails from an archive folder to your inbox folder. This is different from archiving emails because archiving moves emails from the inbox folder to a separate archive folder and unarchiving reverses this process. Depending on your preference and email client, you can either manually or automatically unarchive emails.

To manually unarchive emails in Gmail, Yahoo, Outlook, iCloud.com, iPhone, or Mac Mail, go to the archive folder and select the messages you want to keep in your inbox. Right-click the messages, then choose “Move to Inbox” or “Unarchive” from the menu options.

When you automatically unarchive emails, it is important to understand how sensitive data is kept secure. Many enterprise organizations use specialized email archiving services for this purpose. Email archiving solutions provide enterprises the flexibility to store emails for long periods of time and leverage advanced email management solutions such as policy-based archiving, in-place archiving, and data deduplication for larger organizations.

Utilizing email archiving tools can help IT managers reduce instances of disorganized mailboxes, users accessing older emails, and reduce the need for manual deletion of emails. Emails are typically stored on external storage media, such as disk drives or cloud-based services, to prevent their accidental deletion. Storing emails on multiple storage media helps create a backup that can be used to restore emails in case of system failure.

Email archiving also helps businesses become compliant with various regulations and regulations. Regulated organizations are required to maintain records of every message sent to/from employees and customers. By using an email archiving service, these businesses can easily meet obligations without spending too much time or money on manual archiving.

One of the challenges of email archiving is finding archived emails in large mailboxes. This challenge can be addressed by creating tailored search options, sorting through emails by dates, sender, or subject fields. It is also possible to find a single, archived email message in a message list by typing keywords into the search bar.

No matter how emails are archived—manually or automatically—it is important to be aware of data security practices. Organizations should employ email archiving solutions to ensure compliance and quick recovery from potential data loss. With software and services, users can easily ensure that their email archives are properly maintained and secure.


Email archiving is an essential part of any business or personal email communications, as it helps to reduce storage costs and increase productivity by keeping inactive emails sorted and organized. Whether it is Gmail, Outlook, Yahoo, iCloud.com, iPhone, Mac, or any other email provider, the process of archiving emails is the same – moving emails from their original location to another folder for secure storage and retrieval when needed.

Archiving emails has many benefits such as enhanced data protection, improved searchability, and streamlined mailbox management, but it should not be confused with deleting emails. Most email providers will allow users to automatically archive emails in order to further improve organization and efficiency. There are also specialized email archiving solutions available which can provide features such as encryption and secure backups for legal compliance.

To sum up, email archiving is the process of saving important emails and managing mailbox clutter which can help save time, money, and keep data secure. Archiving emails is an important step to ensure that emails are secure in a way that meets organizational goals and complies with necessary regulations.

Frequently Asked Questions

What happens if you archive an email?

When you archive an email, it’s moved to a folder where you can easily retrieve it if needed in the future. It also leaves your inbox as a way of organizing emails and reducing clutter.
Replies to archived messages automatically appear in your Inbox for further action, making sure important conversations don’t get lost or forgotten.

How long does an email stay in archive?

Archived emails never get automatically deleted, so they will stay in the archive indefinitely until you manually delete them. Even though emails that are deleted are removed from Trash after 30 days, archived emails will stay in your account’s archive forever unless manually deleted.

Is it better to archive or delete emails?

When it comes to efficient and effective email management, email archiving is preferable to deletion. Email archiving Definition maintains an organized history of emails and makes them available for reference at a later time. Archiving emails also helps keep your inbox clean and reduce mental clutter, so you can stay productive during the workday.
Overall, archiving emails is a more resilient and useful solution compared to deleting them.

What is the purpose of archiving emails?

Email archiving enables organizations to store emails for compliance purposes, protect their data by safely preserving it for later retrieval, and enhance their server’s performance due to a lesser strain on current storage capacities.
It is an effective tool for maintaining safety and accountability in the workplace.

What happens when you archive an email?

When you archive an email, it is removed from your inbox and stored in the “All Mail” section of your email provider. This can be useful when you need to keep a record of important conversations or messages, but don’t want them cluttering up your inbox.
If someone responds to an archived message, it will reappear in your inbox so you can pick up the conversation where you left off.

Leave a Comment