How to View Archived Emails in Outlook: A Deep Dive

So, you’ve diligently archived your emails in Outlook, a digital Marie Kondo moment of sorts. Now, the inevitable question arises: “Where did they go, and how do I get them back when I need them?” Fear not, for retrieving your archived treasures is a straightforward process, though the specifics vary slightly depending on your Outlook version and setup.

The core answer is this: How to view archived emails in Outlook depends on where you archived them to. Outlook typically uses one of three locations for archived emails:

1. The “Archive” Folder: This is the most common scenario, especially with newer versions of Outlook connected to an Exchange server or Outlook.com.
2. A Local .pst Archive File: Older versions of Outlook often used Personal Storage Table (.pst) files to store archived emails locally on your computer.
3. Online Archive (Exchange Online Archive): For organizations using Exchange Online, emails might be archived to a separate online archive accessible through Outlook.

Once you know where your emails are archived, accessing them becomes easy. Let’s explore each scenario in detail.

Accessing Archived Emails in the “Archive” Folder

This is the simplest case. When you archive an email, Outlook generally moves it to a folder cleverly named “Archive.”

Finding the “Archive” Folder

• In Outlook for Windows: Look in your folder list. It may be near your Inbox, Sent Items, and Deleted Items. If you don’t see it immediately, expand the “…” (More) option to reveal hidden folders.
• In Outlook for Mac: The Archive folder should be listed in the folder pane alongside your other email folders. Again, check for a “More” option if it’s not initially visible.
• In Outlook Web App (OWA): The Archive folder usually sits at the bottom of your folder list, or within the “More” option, below your main folders.

Browsing and Searching the “Archive” Folder

Once you’ve located the Archive folder, treat it like any other email folder. You can:

• Browse: Scroll through the list of archived emails to find what you need.
• Search: Use the search bar in Outlook to search for specific keywords, senders, or dates within the Archive folder. This is often the quickest way to find a particular email.

Moving Emails Back from the “Archive” Folder

To restore an email to your Inbox (or any other folder):

1. Select the email (or multiple emails).
2. Right-click on the selected email(s).
3. Choose “Move” and then select the destination folder (e.g., Inbox). Alternatively, drag and drop the email to the desired folder.

Accessing Archived Emails in a .pst File

If you’re using an older version of Outlook or configured your archiving settings to use a .pst file, you’ll need to add the .pst file to Outlook before you can access the archived emails.

Locating the .pst File

The location of your .pst file depends on how you configured your archiving settings. Common locations include:

• DocumentsOutlook Files: Check your Documents folder for a folder named “Outlook Files.”
• The default Outlook data file location: This can be found in Outlook’s account settings (File > Account Settings > Account Settings… > Data Files).

If you’re unsure, search your computer for files with the “.pst” extension.

Adding the .pst File to Outlook

1. Open Outlook.
2. Go to File > Open & Export > Open Outlook Data File.
3. Browse to the location of your .pst file and select it.
4. Click “OK.”

The .pst file will now appear in your folder list in Outlook.

Browsing and Searching the .pst File

Once the .pst file is added, you can browse and search it just like any other email folder. You can expand the .pst file in the folder pane to view the folder structure within it.

Moving Emails Back from the .pst File

Similar to the Archive folder, you can move emails from the .pst file back to your Inbox or other folders by right-clicking and choosing “Move,” or by dragging and dropping.

Accessing Emails in Exchange Online Archive

Organizations using Exchange Online often utilize a separate Online Archive for long-term email storage. This archive is usually accessible directly through Outlook, but sometimes requires specific configuration.

Finding the Online Archive

The Online Archive usually appears as a separate mailbox or folder set in your Outlook folder pane. It might be labeled with your email address followed by “(Online Archive)” or something similar. If you don’t see it, contact your IT administrator to ensure it’s properly enabled and configured for your account.

Browsing and Searching the Online Archive

Once located, the Online Archive functions similarly to your primary mailbox. You can browse through the folder structure and use the search functionality to find specific emails.

Moving Emails Back from the Online Archive

Moving emails back from the Online Archive works the same way as moving emails from the Archive folder or a .pst file: right-click and choose “Move,” or drag and drop.

FAQs: Your Archiving Questions Answered

Here are 12 frequently asked questions to further clarify how to manage and view your archived emails in Outlook.

1. What’s the difference between archiving and deleting emails in Outlook?

Archiving moves emails from your Inbox (or other folders) to a separate storage location (like the Archive folder or a .pst file). Deleting permanently removes emails (after they’ve been in the Deleted Items folder for a specified period, if configured). Archiving is intended for keeping emails for future reference, while deleting is for getting rid of them entirely.

2. Can I automatically archive emails in Outlook?

Yes, you can use Outlook’s AutoArchive feature to automatically move older emails to an archive location based on criteria you set (e.g., emails older than 6 months). Go to File > Options > Advanced > AutoArchive Settings to configure this feature. However, this feature has been largely replaced by online archiving in modern Exchange environments.

3. I can’t find the “Archive” button in Outlook. Where is it?

The “Archive” button location varies slightly depending on your Outlook version and interface. It’s usually located:

• On the Home tab: In the “Delete” group.
• In the right-click menu: When you right-click on an email.
• In the email itself: When you open an email, it might be in the ribbon at the top.
• In Outlook Mobile: In the email itself in the bottom toolbar.

4. How do I change the location where Outlook archives my emails?

• For .pst archiving: This is configured in the AutoArchive settings (File > Options > Advanced > AutoArchive Settings).
• For Online Archive: The location of the Online Archive is usually managed by your IT administrator and cannot be changed by individual users.

5. Can I access my archived emails on my mobile device?

Yes, if you are using the Microsoft Outlook mobile app, your archived emails, whether in the Archive folder or Online Archive, will be synchronized and accessible. For .pst files, you would need to access the email account associated with the .pst file, which is usually not synched to mobile devices.

6. My .pst file is very large. Can I split it into smaller files?

Yes, you can use Outlook’s “Import and Export” feature to export specific folders or date ranges to new .pst files, effectively splitting a large .pst file into smaller, more manageable ones. This can improve Outlook’s performance. Go to File > Open & Export > Import/Export > Export to a file.

7. What happens to my archived emails if I upgrade to a newer version of Outlook?

Generally, your archived emails will remain accessible after upgrading. If you were using a .pst file, simply add the .pst file to the new version of Outlook as described above.

8. How do I search across all my mailboxes and archives in Outlook?

When searching in Outlook, ensure you select “All Mailboxes” or “All Outlook Items” in the search scope dropdown. This will search across your Inbox, Sent Items, Archive folder, and any connected .pst files or Online Archives.

9. Can I password-protect my .pst archive file?

Yes, you can set a password on your .pst file to prevent unauthorized access. Right-click on the .pst file in the folder pane, choose “Data File Properties,” then click “Change Password.” Remember this password, as you’ll need it to access the .pst file.

10. I accidentally archived an email. How do I undo it?

Simply go to the Archive folder (or wherever you archived the email) and move it back to your Inbox (or the original folder).

11. What are the benefits of using an Online Archive in Exchange Online?

• Increased Mailbox Quota: Offloads older emails from your primary mailbox, freeing up space.
• Compliance: Facilitates long-term email retention for legal and regulatory purposes.
• Centralized Management: Managed by IT administrators, ensuring consistent archiving policies across the organization.

12. How can I back up my archived emails?

• For .pst files: Simply copy the .pst file to an external hard drive, cloud storage, or other backup location.
• For Online Archive: Backups are typically handled by your organization’s IT department as part of their overall data backup strategy.

By understanding these different scenarios and the answers to these FAQs, you’ll be well-equipped to manage your archived emails in Outlook effectively and retrieve them whenever you need them.