Therefore, in the section given below, we are going to discuss how to archive email in Mac Outlook 2016 and 2011. How to Create Archive in Outlook 2016 & 2011 for Mac with Inbuilt Outlook Mac Archive. To Archive Email in Outlook 2016 & 2011 for Mac, the user has to follow the different steps.
-->Microsoft Exchange Online Archiving lets users connect to their archive mailboxes from a variety of devices and platforms. All network connectivity to the user's archive occurs over the internet, and virtual private network (VPN) connections are not required. Organizations can publish an on-premises Client Access server to allow users to access their primary mailbox using Outlook Anywhere, without requiring a VPN connection. If VPN access is required to access the user's primary mailbox located on an on-premises server, this requirement does not change.
Important
Microsoft reserves the right to block or throttle connections from any client software that negatively impacts the health of the Exchange Online Archiving service.
Microsoft Outlook
Microsoft Outlook is a rich email program that includes support for calendaring, contacts, and tasks. Exchange Online Archiving supports Outlook 2013, Outlook 2010, and Outlook 2007. Key features include:
- Outlook Anywhere Outlook Anywhere lets Outlook users connect to Exchange Server and Exchange Online Archiving over the internet with no need for a VPN connection. Communication between Outlook and Exchange Online Archiving occurs via an SSL-secured tunnel, using the RPC-over-HTTP Windows networking component.
- Autodiscover The Exchange Autodiscover service automatically configures Outlook to work with Exchange Online Archiving. Autodiscover lets Outlook users receive their required profile settings directly from Exchange the first time (and at fixed intervals thereafter) that they sign in with their email address and password.
Outlook 2010 and later and Outlook on the web provide users with the full features of the archive, as well as related features like retention and archive policies.
Outlook 2007 provides basic support for the archive, but not all archiving and compliance features are available in Outlook 2007. For example, with Outlook 2007, users cannot apply retention or archive policies to items in their mailboxes. They must rely on administrator-provisioned policies instead. Outlook 2007 users require the Office 2007 Cumulative Update for February 2011 to access the archive.
Note
Outlook is not provided with Exchange Online Archiving. Microsoft Office 365 ProPlus (which includes Microsoft Outlook) is included in some Office 365 plans and can be purchased as a separate subscription. For more information, see Office 365 plan options. For more information about Office 365 ProPlus, see the Office applications service description.
Clients supported by Exchange Online Archiving
The table below lists the clients supported by Exchange Online Archiving:
Client | EOA Support |
---|---|
Outlook 2010 and later | Supports the latest features in Exchange Online Archiving.1 |
Outlook 2007 | Supported for use with Exchange Online Archiving.1,2 |
Outlook 2003 | Not supported |
Outlook for Mac 2011 | Not supported |
Outlook for Mac | Supported for use with Exchange Online Archiving.3 |
Microsoft Office Entourage 2008 Web Services Edition | Not supported |
IMAP and POP | Not supported |
Exchange ActiveSync (mobile devices) | Not supported |
Note
1 Outlook included with Microsoft Office Standard is not supported. To learn more, see License requirements for Personal Archive and retention policies.
2 Requires update to enable archiving support. Outlook 2007 users cannot view or apply retention or archive policies to items in their archive mailboxes; they must rely on administrator-provisioned policies. Additionally, Outlook 2007 users cannot search the on-premises mailbox and the archive at the same time.
3 You can't use Outlook 2016 for Mac or Outlook for Mac to move or copy folders, calendar items, contacts, tasks, or notes to your archive, or view them in the archive mailbox, if the items were previously moved there by using any other version of Outlook (such as Outlook 2016 for Windows). For more information, see Use your online archive with Outlook 2016 for Mac.
2 Requires update to enable archiving support. Outlook 2007 users cannot view or apply retention or archive policies to items in their archive mailboxes; they must rely on administrator-provisioned policies. Additionally, Outlook 2007 users cannot search the on-premises mailbox and the archive at the same time.
3 You can't use Outlook 2016 for Mac or Outlook for Mac to move or copy folders, calendar items, contacts, tasks, or notes to your archive, or view them in the archive mailbox, if the items were previously moved there by using any other version of Outlook (such as Outlook 2016 for Windows). For more information, see Use your online archive with Outlook 2016 for Mac.
Outlook on the web
Outlook on the web is a web-based version of the Outlook email program that is used with Exchange Online. Wherever users are connected to the internet—at home, at the office, or on the road—they can access their email through Outlook on the web.
Users can access their archive by signing in to Outlook on the web on-premises (using the same URL). The archive appears alongside their primary mailbox in Outlook on the web. There is no explicit way to access the archive directly from Outlook on the web.
Feature availability
To view feature availability across Office 365 plans, standalone options, and on-premises solutions, see Exchange Online Archiving service description.
Mail box bloat. Everyone gets it over time. Your Outlook 2016 Inbox fills up with messages that you neglected to delete or file away, and before you know it you’ve got thousands of messages, taking up space in your data file and preventing you from browsing the new stuff easily. Here are some ideas for breaking up that clog.
Clean up conversations
A conversation is an email exchange that consists of multiple back-and-forth messages. Because most people just hit Reply to continue a conversation without deleting all previous text, you end up with lots of messages that are basically subsets of one another’s content. The Conversation Clean Up feature goes through and finds these, deleting any messages that are completely contained within at least one other message.
Choose Home→Clean Up→Clean Up Conversation to use this feature on a particular message. (Select the message first.) To clean up an entire folder, choose Home→Clean Up→Clean Up Folder. Or, to do it for all your mail folders, select the Inbox and then choose Home→Clean Up→Clean Up Folder & Subfolders.
Archive old messages
You can set Outlook to archive messages that have specific properties, such as those that are older than a certain date. Archiving messages moves them to a separate datafile called Archive.pst. Clearing out your main Outlook file makes it smaller, so that Outlook starts more quickly. You can open the Archive data file any time you need to refer back to something in it.
To archive messages, choose File→Info→Mailbox Cleanup→Archive. Set your preferences in the Archive dialog box and click OK.
To open the Archive data file later to retrieve something, choose File→Open & Export→Open Outlook Data File. Browse to the archive file, select it, and click OK. The archive file now appears in the navigation pane at the left; you can work with it there just as you would your main file.
For even more thorough cleanup, choose File→Info→Mailbox Cleanup→Mailbox Cleanup. In the Mailbox Cleanup dialog box, you can specify parameters for automatically archiving. For example, you can find items older than a certain number of days or larger than a certain number of kilobytes.
Create mail folders
One effective way to organize your mail is to create subfolders for your Inbox. Then you can move messages into one of the subfolders to get it out of the main Inbox. For example, you could have a subfolder for each organization you volunteer for, or a subfolder for each family member who sends you messages.
To create a new folder, right-click the Inbox folder in the navigation pane and choose New Folder. Type the new folder name and press Enter. Then drag-and-drop messages from your Inbox onto the new folder’s name in the navigation pane.
Creating mail-handling rules
Having multiple mail folders is great, but you have to remember to drag-and-drop messages into those folders. Fortunately you can automate the process by creating mail-handling rules. A rule might evaluate the sender’s email address and redirect the message to a subfolder if it is from a certain person, for example.
To create a mail handling rule, start with a message selected that meets the desired criteria. Then choose Home→Rules→Create Rule. Then fill out the dialog box to describe the message that you want to target. For example, you can specify what the subject contains or who it is sent to. Click Advanced Options for more choices.
To set it up, choose File→Share→Present Online→Present Online. A link will appear; copy that link and send it to your audience members via text message, email, or whatever method you like. Wait for them to get it, and then click the Start Presentation button in the dialog box that appears to get the show started.