Outlook For Mac Archiving



Outlook 2016 for Mac includes a new feature called one-click archiving. This feature allows you to quickly move an item from your Inbox or another folder to an archive folder. An archived item (or items) remains accessible, but doesn't clutter your Inbox. Archive messages with a single click. Outlook for Mac works with Microsoft Exchange, Microsoft 365, Outlook.com (including Hotmail and MSN), Gmail, Yahoo Mail, and iCloud Learn more about Microsoft 365 Microsoft 365 is a cloud-based subscription service that brings together premium versions of Word, Excel, PowerPoint, Outlook and OneDrive, with the best tools for the way people.

How to Archive Email in Outlook 2011 and 2016 for Mac

Reyansh ❘ April 20th, 2020 ❘ 0 Comments

OLM is the abbreviated form of Outlook for Mac – a dta file which helps you to save the data present in Outlook for Mac like messages, folders, attachments, calendar, contacts, notes, appointments, tasks, etc. when you upgrade to the latest version or when you change one mac device for another as an olm file. It will either export everything- all accounts/folders in your Outlook list which includes any existing “On My Computer” folders or items flagged with a Category. If you are exporting data from an account that you intend to disable, you should label the items in the account with a Category. Now let’s see how to archive Mac Outlook emails in the version of 2011 and 2016.

Archive Outlook for Mac Emails in Outlook 2016

Steps to Create an OLM File in Mac 2016

  1. Open Mac Outlook 2016 on your computer.
  2. Go to the Tools tab and click Export.
  3. Under the Export to Archive option, select the items you want to export such as mail, contacts, calendar, tasks etc.and click on Continue.
  4. In the Save As box choose the location where you want to save the OLM file.
  5. Once your data is exported, click on the Finish button.

Mac Outlook Archive File

After exporting the data, import the OLM file to Outlook for Mac 2016. Follow these steps:

  1. Go to the Tools tab and click Import.
  2. In the Import book select Outlook for Mac archive (.olm). Click Continue.
  3. Locate the .olm file on your Mac, then choose the Import option.

Create an OLM File for Outlook for Mac 2011

  1. Open Outlook for Mac on your system.
  2. Click on the File Menu> Export option.
  3. The Export window will appear. Select Outlook for Mac Data File (.olm) and then select items like mail, contacts, calendar, tasks, etc. which you want to archive. Then click on the right arrow at the bottom.
  4. Select “No, do not delete items” option to save all the items in Mac Outlook once the Export process is over. Click on the right arrow to proceed.
  5. In the Save As Field: Give a file name to identify the file.
  6. In the Where Field: Give a location to save the OLM file. Click on the Save button.
  7. Once the Export process begins, wait till it gets over.
  8. Once the Export process is finished, click on the Done button.

After exporting the data, import the OLM file to Outlook for Mac 2016. Follow these steps:

  1. Go to the Tools tab and choose Import.
  2. In the Import box, select Outlook 2011 Data on this computer. Click Continue.
  3. Choose the location of the identity for import. “Import from here” is the default location.”Import from another location” allows you to browse your Mac for identity.
  4. Click Continue.

Imported items such as mails, contacts, calendar items, notes etc. will appear in the same location as they appeared in Mac 2011.

Common Problems Encountered With Respect to Archiving Email in Outlook for Mac 2016

  1. ARCHIVE MESSAGES IN OUTLOOK FOR MAC 2016: Outlook for Mac includes a new feature known as one-click archiving. It allows you to move one item from your inbox or other folders to an archive folder. You can archive messages in any email account connected to Outlook 2016 for Mac. Follow these steps:
  • Choose one or more messages in your folder to archive.
  • On the ribbon, select Archive.
  • Once you select Archive, messages will be moved to the archive folder chosen by you. If you have archived a message by mistake, go to the archive folder and move the message back to your inbox.

2. POINTS TO KEEP IN MIND WHILE IMPORTING EMAILS OUTLOOK 2016 FOR MAC

  • Outlook for Mac 2011 data can only be imported in an empty file.
  • First import data from Outlook 2011 and then import data from other formats (.pst/.olm), or add your Exchange email account.
  • If you want to import multiple Outlook 2011 identities into Outlook 2016 for Mac, import them into separate files.
  • Data imported from Outlook 2011 must be from version 14.2(Service Pack 2) or later.
Archiving

FIRST TIME USING THE ARCHIVE

If you don’t have a previously set up archive folder for an email account, you will get a prompt:

Select one option either Choose Another Folder or Continue.

Choose Continue: If you select this option, a new folder will appear in your folder list for that email account. This folder is called Archive for Outlook.com, Google Office 365,iCloud and Yahoo! Accounts. For Gmail, the folder is called All Mail.

Choose Another Folder: This option allows you to select existing folders for the archive.

Conclusion

Outlook For Mac Archiving

Now, you know how to archive all the emails of the Mac Outlook 2011 and 2016. All the steps are simple and they can be followed even by a novice user. You just have to apply all the steps carefully and your emails of Mac Outlook will be archived as per your requirement. Hope this article helped you to deal with the issue.

Realted Post

Outlook for Mac accounts connected to Exchange may sometimes get error messages stating that their Exchange mailbox is full. And IT support team may have to ask the email client users to delete unnecessary emails and attachments or to archive their mailbox data. Here, we will go through the causes of this issue and ways to deal with it.

Why the Exchange Mailbox is Full?

Outlook For Mac Online Archive

An Exchange connected user mailbox cannot accommodate more messages when its size reaches the mailbox quota allocated by the Exchange administrator for it. Then, users will have to reduce their mailbox size from the Outlook for Mac email client itself. Deleting unwanted emails and separating attachments from mails can help to some extent. However, a better approach would be to archive the old Outlook for Mac mailbox data and retain only the recent and most relevant items in the mailbox. Let us see how you can check the size of your Outlook for Mac mailbox folders and archive their items.

Instant Solution

Get Kernel for OLM to PST Converter, an automated tool to backup your important Outlook for Mac user data, including emails, attachments, calendars, etc. to Outlook PST.

How to Check the Size of Mailbox Folders in Outlook for Mac?

In Outlook for Mac, users don’t have the facility to check the size of the entire mailbox. They have to do it individually for each folder. For this, right-click the folder, select Folder Properties, and go to Storage tab on the Folder Properties dialogue box. Here one can view the size of the folder as well as the sizes of its subfolders.

How to Archive Outlook for Mac Mailbox Folder Data?

The method for archiving folders in Outlook for Mac is given below:

Outlook For Mac Auto Archive

  1. Begin by choosing one or more messages to archive.
  2. From the top ribbon, select Archive.
  3. Click on Continue on the prompt (This will let you create you a new archive folder).
  4. Now, to set archiving rules go to Tools and select Rules, further select Edit Rules.
  5. Then select Exchange from the left menu pane, then click on ‘+’ to add a new rule.
  6. Assign a Rule name and specify the required conditions. Then click on OK to save the rule.
  7. To apply the rule to a folder, select all its emails and click Message > Rules > Apply > Select Rule.

How to Backup OLM Files in PST?

Many OLM users may want to backup their OLM files as PST files. By doing so, they can access their emails in MS Outlook (Windows environment). The process is given below:

  1. Begin by signing in to your Gmail account so as to configure the IMAP email account.
  2. Then configure your Mac Outlook OLM file with the same Gmail account.
  3. Now, create a Gmail label and then start synchronizing the OLM file with IMAP
  4. Now, move all OLM file data to IMAP account and then move OLM emails from IMAP mailbox to MS Outlook PST

Also, you can opt for a third party tool Kernel for OLM to PST converter for the conversion of OLM files to PST. This tool helps you to convert OLM files to PST format. It helps migrate all Outlook for Mac items including emails, attachments, calendars, etc. to the Windows environment.

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