How to Archive IMAP Emails to Declutter Your Inbox?

Why Do Users Wish to Backup IMAP Emails?

There are multiple reasons to archive the IMAP emails, let’s figure out all of them:

• Users want to archive the IMAP emails to free up storage space in their mailbox.
• Some users also wish to archive their IMAP emails for the decluttering process.
• If you backup IMAP emails, you can keep a copy of your mailbox items.
• Several users archive their IMAP emails to minimize the chances of data loss.
• Moreover, archives can also be helpful in the accidental deletion of emails.

Step-by-Step Procedure to Archive IMAP Emails

If you follow a step-by-step procedure, you can easily backup IMAP emails. We will discuss both the manual guide and an expert solution to free storage in IMAP.

Create Archive Data File To Archive IMAP

1. First of all, install and open Microsoft Outlook on your system.
2. Later, click on the File tab and hit the Account Settings Option.
3. Now, in the Account Settings option, again choose Account Settings.
4. A new window will appear, click on the Data Files.
5. In the Data Files tab, hit the Add button.
6. Next, enter the file name and select the OK button.
7. At last, click on the Close button.

Go to the Home tab and then click on the folder pane, your new folder has been added.

Use the Auto-Archive Setting to Archive IMAP

If you want to archive and delete unwanted IMAP emails, using the Auto-archive settings, you need to go through two stages:

Stage 1: Archive IMAP By Configuring the AutoArchive Setting

1. Firstly, install and open Outlook and click on the File tab.
2. In the File tab, select Options.
3. Now, in the new window, choose the Advanced options.
4. Furhter, click onAutoArchive Settings.
5. Afterwards, tick-mark the option Run AutoArchive.
6. Later, pick 14 days as a desired time to run the AutoArchive.
7. After that, choose all the desired settings and click on the Browse button
8. Ultimately, hit the OK button.

Stage 2: AutoArchive Settings for Specific Folders

1. Firstly, right-click on the desired folder you want to archive.
2. Next, choose the Properties option.
3. Now, in the Inbox Properties window, hit the AutoArchive tab.
4. Then, check the Archive this folder using these settings option.
5. At last, choose other settings according to your choice and click OK.

Shortcomings of the Manual Method

Below mentioned are some of the shortcomings faced while using the manual method:

• This method might take too much time.
• There are high chances of a data breach.
• It might not backup all the mailbox items.
• There is a risk of losing your data.
• Basic tech knowledge is compulsory.

An Expert Solution to Archive IMAP Emails

Aryson IMAP Backup Tool is a well-known tool to backup IMAP emails to multiple email clients like Office 365, Gmail, etc. This tool backup the complete IMAP mailbox items such as calendars, contacts, tasks, and events. You can easily preview the IMAP mailbox folder even before the backup process. Also, users can choose both single and multiple email accounts for backup. It offers an easy-to-use and self-explanatory graphical user interface. Moreover, it offers great compatibility with all the major versions of Windows Operating System.

Working Steps to Backup IMAP Emails

The steps to archive the IMAP emails are as follows:

1. To begin, install and run the IMAP Backup Tool on your PC.
2. Now, open the software and hit the Continue button.
3. Later, select the Single Mode (Backup of Single Email Accounts) option.
4. Then, enter the email credentials and hit the Login option.
5. Afterwards, expand the tree hierarchy and click Next.
6. Next, choose Gmail as a desired email client and hit the Next button.
7. In the new window, choose the login option and it will redirect to the login page.
8. Once the authentication is done, you can apply filters according to your preference.
9. In the end, click on the Next button.

To Wrap Up

Archiving IMAP emails becomes significant when you want to free up some space in your mailbox. Therefore, through this blog, we have offered you various methods to archive IMAP emails. We have explored some manual methods and similarly, a professional tool to offer a reliable solution. Along with that, we have also discussed reasons to archive the IMAP emails.

About The Author:

Harshita Sachdeva

Harshita Sachdeva, a professional technical writer at Aryson Technologies, specialize in delivering clear, hands-on documentation for data management, migration, and recovery solutions. With a meticulous, reader-first approach, I break down complex technical processes into simple, actionable content - helping IT professionals and decision-makers tackle challenges efficiently.