To keep your inbox from reaching its capacity, you can move old items you want to keep into an archive (a separate Outlook Data File - .pst) that you can open from Outlook any time you need it.

Note: If you need to archive a hosted (shared) email account, please contact ITS directly ( 

Creating the Archive

You can create multiple .pst files if you want to archive some folders using different settings. For example, you may want to keep items in your Sent folder longer than items in your Inbox folder.

  1. In Outlook 2013 or 2016: Click File > Info > Cleanup Tools > Archive.

  2. Click the Archive this folder and all subfolders option, and choose the Inbox.

  3. Under Archive items older than, enter a date.
  4. Click Browse to change the location of where you want the Archive to be created.
  5. Click OK.

Now that your Outlook data is in a .pst file, it's portable. For example, you can save it to a USB flash drive, plug the drive into your new computer, and then choose to Import or Open the file in your Outlook.