How to Auto-Archive Emails in Outlook

How to Auto-Archive Emails in Outlook

Microsoft Outlook is the most popular email solution among businesses and businesses. When it comes to consumers, Outlook lags behind Gmail. Outlook mail by default comes with 15 GB of space to fill. With the amount of marketing or banking promotions and other unwanted content we receive, it’s pretty easy to lose those important emails from your sight. You can avoid the situation by archiving less needed emails and deleting promotional and unwanted emails.

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Automatic archiving in Outlook

If your Outlook inbox seems slow or acts strangely, you need to archive or delete irrelevant emails. Archiving emails manually can be a long and tiring process.

Microsoft offers a targeted inbox feature, but it’s limited to filtering emails that are relevant to the user. Another useful addition is Outlook rules. This is the Outlook version of IFTTT. With the rules, we can create several automations to move certain emails to archive or delete the emails section.

In this article, we will walk you through the Outlook rules feature and create rules to automatically archive emails from Outlook. The post will also cover another Outlook bonus tip for unsubscribing irrelevant emails from one place. Let’s start.

Create an automatic archive rule from the email

The Outlook Rules feature is only available for Outlook Mac, Windows, and Web. You cannot access the Rules feature on mobile. For this article, we’ll be using the Outlook web because it works the same on all platforms.

Step 1: Open Outlook Web and sign in using Microsoft account credentials.

2nd step: Select an irrelevant email and open it.

Create Outlook rule from mail

Step 3: Tap the three-dot menu and select Create Rule.

Step 4: Create a rule to move messages from the sender to the Archive folder.

Mayil automatic archive

After that, all emails from the sender will be directly moved to the archived inbox. You can always access it from the Archive menu in folders.

Create AutoArchive Rules from Outlook Settings

The trick mentioned above moves all emails from the sender to archive items. What if someone wants to archive emails with certain message body subjects or keywords?

For example, I’m exhausted with loan offers, Coronavirus updates, or other junk mail from my bank. However, my monthly bank account statement and credit card bills is something that I refer to on a regular basis. If you have a similar preference on topics or topics, follow the steps below to configure some rules.

Step 1: Open Outlook Web and go to settings.

2nd step: Display all Outlook settings, and the dedicated settings menu will appear.

Step 3: Select the Rules option and select Add new rule.

Outlook Rules

Step 4: Let’s call it Bank Rules and add a condition.

Step 5: Add keywords which are no longer relevant to you, I added post terms like Loan, EMI etc.

Automatic archiving rule created

Step 6: Create a rule to move all emails to the Archive folder and tap Save.

Now, whenever you receive the emails containing Loan, EMI or Important keywords, they will be automatically moved to Archive folder.

Let’s create another useful rule. Let’s go? All businesses send coronavirus-related emails to users. While I applaud their efforts, it can be tiring to read daily information about the deadly virus. With the help of Outlook Rules, you can automatically archive these messages before they get your attention.

Step 1: Open Outlook Web and go to Settings> Mail> Rules.

2nd step: Let’s name the new rule “Coronavirus” and add conditions.

Automatic archiving rules

Step 3: Add conditions such as whether the body of the message includes the keyword (such as Corona virus or COVID-19) and then move those emails to the Archive folder.

I have created dozens of Outlook rules. It’s a powerful feature and the possibilities are endless. Here is how I use it. Whenever I’m on a vacation trip, I create a rule to move all incoming emails to a “ While Traveling ” folder to make sure they never interrupt me during family time.

Rules created

Some sketchy businesses keep sending spam to my Outlook inbox. They leave me with no choice but to create an automatic deletion rule to delete these emails.

Unsubscribe from email senders

The auto-archive feature is useful when you want to keep the inbox clean from fake emails. But if you want to completely stop receiving emails from the sender, then you need to use the unsubscribe feature of the email.

However, finding that little unsubscribe button in every mail can be time consuming and annoying. Fortunately, with Outlook Web, you can see all email senders with an unsubscribe button in one place.

Step 1: Open Outlook Web and go to settings.

2nd step: Go to Mail> Subscriptions.

Step 3: Here you will see the list of email senders with a big unsubscribe button.

Outlook unsubscribe

Step 4: Unsubscribe unnecessary ones from the menu, and you can also tap the three-dot menu to block the sender.

I use this feature quarterly to remove irrelevant emails from the list.

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Keep your inbox clean

Microsoft Outlook contains an excellent rulers feature. You can use it to automatically delete, automatically archive incoming emails, move them to different folders for a while, and even unsubscribe the unnecessary sender from the single menu. It improved my messaging experience by a mile. How do you plan to use Outlook rules? Sound off in the comments section below.


Looking to improve your Outlook experience? Read the article below to find the 15 best Outlook keyboard shortcuts for Windows and Mac.

Last updated on Oct 10, 2020

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