Have the Outlook inbox Full of messages makes organization difficult, but also the search for a specific message. There are some of those emails that have a certain importance while others remain there because we have not spent time selecting them and removing them from the system.
If you do not want to disappear all the received messages, you have the opportunity to send them to the archive and have them there for a later reference. You will remove them from the inbox, but you will not remove them from the servers Outlook. Thus, you will look clean and professional on the cover.
So that you understand the usefulness of archiving emails, we have created this course, where you will see the difference between sending to the file and deleting, how to access your documents again and some other folders to which you can send your emails.
What are archived emails and what are they for in Outlook?
Archived emails are messages that we receive in the inbox that we do not want to delete because they contain important information or relevant data that we will need later. These messages, instead of deleting them, we send them to the archive folder that contains Outlook. They will be saved there but will not be visible in the inbox. This can be very useful especially when hundreds of emails are received every day and we want to differentiate those that will be valuable.
What is the difference between an archived email and a deleted one?
When an email is deleted and cannot be accessed again, we have deleted it from the server and recovery is not allowed, unless it has been sent to the trash where it remains for a certain time. On your side, Archived messages are not deleted from the system, they are only hidden from the inbox to give it a neater and less saturated look.
Learn to access your archived emails in Microsoft Outlook
The way to save a file in mail is very simple. Simply in the inbox you select a message and with the right mouse button you mark “Move to” and then indicate “File”. With these simple steps, the mail will be saved in that location. Now How do we go about finding this message and reviewing it again?
You have to follow the route that we show you below:
- In the Outlook inbox, Choose “Files”, on top.
- To the click, all the emails or data that you have archived will be seen.
Other folders in which your emails can be saved in Outlook
Apart from the file folder, in Outlook it is possible to organize emails according to themes, either in the trays that are already created or forming new ones.
Here are some of the ones you can use:
Important
To have the option of viewing important messages available in a specific location, it is necessary to activate it from the configuration, by doing the following:
- Enter in the upper right part of your inbox to “Setting”.
- There you activate the function “Priority inbox” passing the button to the right.
- This is how you will see at the top of the inbox “Priorities” and “Others”.
- To move a message from one side to the other, just click on it and select “Move” and you search “Move to priority inbox.”
- In case it does not appear activated immediately, select “Move to a different folder” and there you will see all the options.
- Likewise, if messages tagged as “Priority” you do the previous procedure and pass them to “Others”.
SPAM
Spam emails that are not marked as such directly by Outlook, you can pass them manually and keep your inbox from being filled with annoying advertising and promotions.
To do this, follow these steps:
- In the inbox, select the message you want to send to SPAM.
- With the right mouse button, mark “Security options”.
- The first box shown is “Mark as spam.”
- There it goes directly to this folder. If you wish see those that are stored, look at the top of the inbox “Not wanted” and you will see the complete list.
Postponed
The post snooze feature leads to remove them from the inbox until a specified time. You can set them a date during which you want them to be hidden, this if you don’t want to delete them completely.
Take a look at the way the function is activated:
- In the inbox select a message and press with the right mouse click.
- On the menu vertical, option is displayed “Postpone”.
- There is at least five options you can check off one or another case “Set custom date and time.”
- There you can choose the day, month and time during which you want to hide the mail.
New folder
You can set a custom specific directory to which you want to send the messages. It could be by year, theme or any other item that you want to place.
Take this route into account:
- Select a message inside the inbox.
- click with the button right mouse and select “Move” followed by “New folder”.
- You should give it a name this file.
- By naming it, the messages will go to that directory.
Apart from these options, there are folders for the sent, deleted and draft messages, among other directories that you have available in your email Outlook. In this way, you will exploit your capabilities to the fullest and improve productivity.