Is your email inbox cluttered with all sorts of messages – from work requests to party invitations? I feel for you, same her – it’s a nasty habit.
But like anything else in our lives, a little touch of organization can help us go a long way.
That’s why archiving your emails can be a valuable tool for keeping your inbox neat and, you – stress-free.
Read on to learn how to archive emails and keep your inbox organized.
Email archiving is the process of saving email messages in a separate and more secure location.
The whole idea behind archiving is that though you might not need an email at the time, you’re still not sure if you should delete it right away. And that’s where email archiving comes on the scene. This allows you to keep important information and your emails organized.
For a business account, it’s a great principle to keep a complete record of all corporate communication – making it easier to search and retrieve old emails.
However, email archiving can also be done manually:
On the plus side, some email archiving services come with handy features, like searchable keywords and message threading — making it easier to find specific emails.
In today’s age of information overload, it’s easy to let your inbox get out of control.
So, when you archive an email, it instantly moves out of your inbox and into a separate storage area. Additionally, doing this frees up space in your inbox and makes it easier to find important messages exactly when you need them.
If you’re worried about losing access to old emails – don’t be. Most email providers allow you to search your archives just as easily as your inbox.
All in all, de-cluttering your inbox and freeing up space are the basic perks of giving email archiving a try in the first place.
Email archiving might sound like something only big businesses need to worry about. But, the truth is that any individual and organization can benefit from it.
These are the advantages you can benefit if archiving your emails:
The real benefit of email archiving is, as we already said, keeping your inbox up-to-date and organized.
And you’re well aware that our emails are one of the primary sources of everyday communication, and on most occasions, it serves as our to-do list.
Therefore, we certainly don’t want old and unimportant info and emails to get in the way, right?
Think about all the sensitive and essential data you’ve added to your emails lately. It’s true. We share critical things – from personal details to bank transfer data and crucial business info that, if leaked or lost, can seriously harm the future of the business operations.
This is where email archiving helps because you can arrange your data in folders, e.g., per specific client, year, month, project, etc.
There are various ways to find your way around and view your archived messages. But certainly – almost all email providers offer built-in advanced tools to browse through your archives.
Email archiving can be of great value for your business from different perspectives, including meeting compliance requirements.
By archiving your emails, you can ensure you have a complete record of all correspondence, making it easier to track down relevant data if you ever need it at a glance.
And because email archiving is an automated process, it can save you precious time and effort compared to manually managing your email records. Furthermore, this is an excellent way to streamline compliance in your business and boost your potential customer relations.
This process of saving emails for further reference can be an effective tool for protection from potential future litigation.
In the event that a business is sued, emails may be subpoenaed as evidence. In other words, if these emails aren’t properly archived – they may be difficult or even impossible to retrieve, potentially leading to a disadvantage in court.
Furthermore, email archiving can help businesses comply with regulations such as the Sarbanes-Oxley act of 2002, which requires companies to maintain accurate records of their communication.
Email archiving software tools can further automate and ease the entire archiving process.
Note: Remember that by using email archiving, a business help to safeguard itself against potential legal problems.
Aside from using email archiving software services, like
Every popular email provider has its own built-in archive tools, which are just about enough for small businesses and individuals.
– After logging in to your Gmail account using a desktop computer, find the email you’d like to archive and mark it with the check sign by selecting this email.
– Then, select the Archive icon, which is the first icon that appears on your right sidebar – giving you multiple options on what you wish to do with the selected email.
– You can also select multiple emails and archive them all at once. After selecting the emails, you want to archive, simply right-click and choose Archive.
2. Mobile Version
Archiving emails using Gmail mobile is slightly different but follows the same principle.
– If you want to archive a single email, just swipe the message to the right or left – this is the easiest method.
– However, if you wish to add multiple messages to your archive, start by selecting them. After selecting, tap on the three dots menu in the top right corner.
– Then, select the option ‘Move to.’
– Select a folder —> Archive or another folder that you’ve created for organizing and storing emails.
1. Desktop Version
– Once you sign in to your account, select a single or multiple emails to archive.
– Then, click on the Archive icon from the top middle bar – the one looking like a library box.
2. Mobile Version
For mobile users, the Yahoo mail procedure of archiving messages is entirely the same, with some slightl, insignificant difference — the icon bar and Archive icon are set at the bottom of the screen.
– Select the message(s) you want to archive > click on the Archive icon from the bar on the top.
2. Mobile Device
Archiving your messages through the mobile version of Outlook is a bit different.
– First, you must select the message(s) you want archived.
– Then, tap on the icon that looks like a folder with an arrow facing right (in the middle of the bottom horizontal bar). This is the ’Move to’ icon.
– You’ll then be taken to the screen where you should choose a folder to move the message(s) to.
– And, if you wish to archive the message(s), select the Archive folder.
1. Desktop (Mac)
The Archive icon on Apple Mail is found in the same place as all other email providers – in the top middle horizontal bar.
– To archive, a message, simply select it and click on this icon (see the image below).
2. On iPhone and iPad
The quickest way to archive an email on Apple Mail using a mobile device is by doing the swipe mode. To turn the swipe mode ON, follow these steps:
– Go to your mobile device’s Main settings and choose Mail. Then, choose Swipe options.
– Choose your sliding way to archive – left or right, and then select Archive.
Your settings are saved!
Email archiving is a great solution, whether you’re looking to archive emails for compliance purposes or just want to de-clutter your inbox.
The best way to organize your emails is by using the Archive tool, as explained for each of the above-mentioned popular email providers.
So, whether you’re a business owner or just someone who wants to organize their inbox, email archiving could be the answer you’re looking for.
Give it a try today!