Deleted emails are permanently removed from your account and free up storage space. Archived emails are still stored in your account but moved to a different location. They don't take up space in your inbox but still count toward your total storage allowance.
Yes – the folder “Archive” in Outlook is one of the default folders like Sent Items and Deleted Items. It can be used for basic organization of emails, but does not provide extra storage space. The Online Archive provides additional mailbox storage and includes older items being moved automatically to clear up space.
Archiving emails is a better solution than deleting them if you ever need to access an old email in the future. You can compare archiving an email to completing a task — you read it, respond to it, and then move it out of your way.
Email archiving is the process of securely storing emails, making it easy to search for and retrieve them. It's a fast, reliable, and scalable solution to storing essential emails while reducing the load on mail servers. It helps store old emails that you don't need immediate access to, but don't want to delete.
The point of archiving is to give you a central location to store mails that you no longer need direct access to. It also ensures your inbox is kept clean and attachments and other files are kept safe.
Archive older items – Move old items you want to keep to an archive. You can create a separate Outlook Data File (. pst) that you can open from Outlook any time you need it. By default, Outlook automatically archives items at a regular interval.
The primary benefits of archiving data are: Reduced cost━data is typically stored on low performance, high capacity media with lower associated maintenance and operation costs. Better backup and restore performance━archiving removes data from backups, reducing their size and eliminating restoration of unnecessary files.
The Archive folder is no different than any other folder that you might create and has no abilities beyond any other folder. So, the answer is that your messages will stay in the Archive folder just as long as they'd stay in the Inbox folder; that is, they'll be there until you move them elsewhere or delete them.
Archiving emails is a way to move them out of your inbox and into a hidden folder, without deleting them. This can help you organize your inbox and reduce clutter, but it does not free up any space.
Outlook Archive (and AutoArchive) moves older email, task and calendar items to an archive folder, which is stored in another location on your hard drive. Technically, archiving transfers older items from the main . pst file into a separate archive. pst file that you can open from Outlook any time you need it.
Archived items remain easy to find from the search box or by navigating to your Archive folder. If you are trying to delete a folder in Outlook, it will move to the Trash folder. However, if you delete a folder that exists in the Archive folder, it will move to the Trash folder.
The media that archived data has been stored on might become obsolete, thus rendering the archive useless in the future. If there was a theft or fire, archived data might be lost. There might not be another copy.
Archived emails will still use storage space. Depending on how much storage space your email service provider gives you, you may want to consider downloading your emails to your local machine or portable drive, or even sending them to a new account, and then deleting the emails.
If the size of your mailbox reaches the limit set in Office 365 you will not be able to send and receive new messages. Your Outlook application will display “Outlook Mailbox is Full” error message with the information “there is not enough memory available to perform the operation”.
Use Outlook Cleanup Tools Feature
Go to the "File">" Info">" Cleanup Tools">" Mailbox Cleanup" in Outlook. Choose "View Mailbox Size", Find items older than", "Find items large than", "View Deleted items size", "Empty Deleted Items" folder", "Empty Conflicts", or "View Conflicts Size" to execute your desired operation.
Deleted emails are permanently removed from your account and free up storage space. Archived emails are still stored in your account but moved to a different location. They don't take up space in your inbox but still count toward your total storage allowance.
Reasons for Gmail Storage Full But It's Not Error
There are some reasons should be responsible for Gmail account storage is full but it's not, let's find out: Deleted emails in Trash or Spam folders still taking up space. Large attachments impact storage. Shared files and folders using up storage quota.