Create Archive Folder in Outlook 2016: A Step-by-Step Guide

As you navigate through your emails on a daily basis, it's easy to overlook important messages that are no longer relevant. With the increasing volume of email documents and instant messages, it's essential to have an organized system for managing your digital communications. One way to do this is by creating an archive folder in Outlook 2016. In this article, we'll explore the benefits of setting up an email retention policy on a folder and provide a step-by-step guide on how to change the settings.

Benefits of Email Retention Policy

Before diving into the process, it's crucial to understand why having an email retention policy is essential. By setting a retention period for your emails, you can ensure that important messages are retained even after they've been deleted. This feature allows you to set a specific time frame during which emails will be kept in the Deleted Items folder before being permanently deleted.

Why Do I Need to Set Email Retention Policy on a Folder?

In many organizations, there is a need to retain emails for compliance or regulatory purposes. For instance, you may have a 60-day retention policy that requires you to keep certain emails for a specific period before they can be deleted permanently. By setting an email retention policy on a folder, you can ensure that these messages are retained until the specified time frame has expired.

How to Change Email Retention Policy in Outlook 2016

Changing the email retention policy on a folder is a straightforward process in Outlook 2016. Here's a step-by-step guide:

1. Open your Outlook 2016 account and navigate to the folder for which you want to set the retention policy.

2. Right-click on the folder and select 'Properties' from the context menu.

3. In the Properties window, click on the 'Retention' tab.

4. Select the desired retention period for the emails in the folder. You can choose from a range of options, including days, weeks, months, or years.

5. Click 'OK' to save the changes.

Tips and Tricks

When setting up an email retention policy on a folder, it's essential to consider the following tips:

* Be mindful of the default retention period: Outlook 2016 has a default retention period set to 30 days. Make sure you change this setting if your organization requires a different retention period.

* Set the retention period based on business needs: Determine what messages need to be retained for compliance or regulatory purposes, and set the retention period accordingly.

* Consider setting up a separate archive folder: You can create a separate archive folder for storing important emails that don't require immediate action. This will help you keep your inbox organized and ensure that critical messages are not lost.

In conclusion, creating an archive folder in Outlook 2016 is an essential step in managing your digital communications effectively. By setting up an email retention policy on a folder, you can ensure that important messages are retained even after they've been deleted. Follow the steps outlined above to change the retention policy settings and keep your emails organized for optimal productivity.

Create archive folder in outlook 2016