How to Archive Emails for Future Reference

Let go of old emails and get them out of your inbox by archiving. 

After you’ve read a message, if it no longer requires attention, archive it for future reference.

Archiving means you get a message out of your inbox and out of your mind, but keeps it available in case you need it someday. 

How to Archive emails in Gmail

Gmail has a ready-made Archive button for messages that no longer need your attention.

You can point to the button within the list of emails in your inbox on the right…

….or click on the button in the top menu if you have the email open.

How to find Archived emails in Gmail

All archived emails can be found by clicking on the ‘All Mail’ label on the left list of folders.

How to Archive emails in Outlook

Outlook has an Archive button in its top menu for messages that no longer need your attention. You need to open an email to archive it, there’s no function to archive within the inbox.

How to find Archived emails in Outlook

All archived emails can be found by clicking in the Archive folder on the left list of folders.

How to Archive emails in Mac Mail

1. In the Mail app  on your Mac, select one or more messages.
2. Click the Archive button  in the Mail toolbar. If you set the “Move discarded messages” option to Archive in Viewing preferences in Mail, you can archive messages from Mail notifications. Just move the pointer over the Mail notification, then click Archive.

How to find Archived emails in Mac Mail

Mail creates an Archive mailbox in the Mail sidebar and moves the messages there. To view them, click the Archive mailbox. Archived messages remain there until you delete or move them.

How to Archive emails in Mail app

1. Inside the Mail app, tap on the ‘Mailboxes’ on the top left of the screen.

2. Swipe left on a message to decide if you want to archive it.

How to find Archived emails in Mail app

1. Inside the Mail app, tap on the ‘Mailboxes’ on the top left of the screen.
2. Scroll down to the Archive folder and all the archived mail will be there.

How to Archive emails manually using an Archive folder

1. Create a folder that you’ll use to archive messages eg ‘Archive’.
2. Go through the new messages in your inbox. After you’ve read each message, if it no longer requires attention, drag it into the ‘Archive’ folder.
3. Practice looking for an archived message by going to or searching the “Archive” folder.