1. Outlook Mac Archive Location
2. Archive Emails In Outlook For Mac

How to Archive Email in Outlook 2011 and 2016 for Mac

Reyansh ❘ April 20th, 2020 ❘ 0 Comments

OLM is the abbreviated form of Outlook for Mac – a dta file which helps you to save the data present in Outlook for Mac like messages, folders, attachments, calendar, contacts, notes, appointments, tasks, etc. when you upgrade to the latest version or when you change one mac device for another as an olm file. It will either export everything- all accounts/folders in your Outlook list which includes any existing “On My Computer” folders or items flagged with a Category. If you are exporting data from an account that you intend to disable, you should label the items in the account with a Category. Now let’s see how to archive Mac Outlook emails in the version of 2011 and 2016.

Archive Outlook for Mac Emails in Outlook 2016

Steps to Create an OLM File in Mac 2016

1. Open Mac Outlook 2016 on your computer.
2. Go to the Tools tab and click Export.
3. Under the Export to Archive option, select the items you want to export such as mail, contacts, calendar, tasks etc.and click on Continue.
4. In the Save As box choose the location where you want to save the OLM file.
5. Once your data is exported, click on the Finish button.

Online Archive is a feature for Microsoft 365 enterprise customers who have uncommonly large mailboxes. These customers can use an Online Archive to avoid deleting old mail. A user’s Online Archive acts somewhat like a second account in Outlook with its own folder structure. Therefore, it isn’t included in searches performed from the Inbox.

After exporting the data, import the OLM file to Outlook for Mac 2016. Follow these steps:

1. Go to the Tools tab and click Import.
2. In the Import book select Outlook for Mac archive (.olm). Click Continue.
3. Locate the .olm file on your Mac, then choose the Import option.

1. In some cases, Outlook puts email messages, tasks, and appointments older than six months into the Archive folder — a special folder for items that Outlook thinks are stale or not worth keeping. Outlook calls sending these items to the Archive folder autoarchiving. Items that Outlook archives aren’t lost forever, though. You can visit them.
2. In the Mail app on your Mac, select one or more messages. If you select a conversation, any message in the conversation that’s in the current mailbox—for example, the Inbox—will be archived; related messages that are in other mailboxes will not be archived. Click the Archive button in the Mail toolbar (or use the Touch Bar). If you set the “Move discarded messages” option to.
3. These are separate mailboxes you can open to view specific email account information including trash, sent, spam, drafts, and more for the same email account. However, most of us prefer to manage all of our Mac Mail eMail accounts under the default Mac Mail Inbox, Sent, Junk, and Trash folders. These “extra” mail folders will make the Mac mail client perform slow and store duplicate.

Create an OLM File for Outlook for Mac 2011

1. Open Outlook for Mac on your system.
2. Click on the File Menu> Export option.
3. The Export window will appear. Select Outlook for Mac Data File (.olm) and then select items like mail, contacts, calendar, tasks, etc. which you want to archive. Then click on the right arrow at the bottom.
4. Select “No, do not delete items” option to save all the items in Mac Outlook once the Export process is over. Click on the right arrow to proceed.
5. In the Save As Field: Give a file name to identify the file.
6. In the Where Field: Give a location to save the OLM file. Click on the Save button.
7. Once the Export process begins, wait till it gets over.
8. Once the Export process is finished, click on the Done button.

After exporting the data, import the OLM file to Outlook for Mac 2016. Follow these steps:

1. Go to the Tools tab and choose Import.
2. In the Import box, select Outlook 2011 Data on this computer. Click Continue.
3. Choose the location of the identity for import. “Import from here” is the default location.”Import from another location” allows you to browse your Mac for identity.
4. Click Continue.

Imported items such as mails, contacts, calendar items, notes etc. will appear in the same location as they appeared in Mac 2011.

Common Problems Encountered With Respect to Archiving Email in Outlook for Mac 2016

1. ARCHIVE MESSAGES IN OUTLOOK FOR MAC 2016: Outlook for Mac includes a new feature known as one-click archiving. It allows you to move one item from your inbox or other folders to an archive folder. You can archive messages in any email account connected to Outlook 2016 for Mac. Follow these steps:

• Choose one or more messages in your folder to archive.
• On the ribbon, select Archive.
• Once you select Archive, messages will be moved to the archive folder chosen by you. If you have archived a message by mistake, go to the archive folder and move the message back to your inbox.

2. POINTS TO KEEP IN MIND WHILE IMPORTING EMAILS OUTLOOK 2016 FOR MAC

• Outlook for Mac 2011 data can only be imported in an empty file.
• First import data from Outlook 2011 and then import data from other formats (.pst/.olm), or add your Exchange email account.
• If you want to import multiple Outlook 2011 identities into Outlook 2016 for Mac, import them into separate files.
• Data imported from Outlook 2011 must be from version 14.2(Service Pack 2) or later.

FIRST TIME USING THE ARCHIVE

If you don’t have a previously set up archive folder for an email account, you will get a prompt:

Select one option either Choose Another Folder or Continue.

Choose Continue: If you select this option, a new folder will appear in your folder list for that email account. This folder is called Archive for Outlook.com, Google Office 365,iCloud and Yahoo! Accounts. For Gmail, the folder is called All Mail.

Choose Another Folder: This option allows you to select existing folders for the archive.

Conclusion

Now, you know how to archive all the emails of the Mac Outlook 2011 and 2016. All the steps are simple and they can be followed even by a novice user. You just have to apply all the steps carefully and your emails of Mac Outlook will be archived as per your requirement. Hope this article helped you to deal with the issue.

Realted Post

Apple and Microsoft go toe-to-toe on several fronts like Word processing apps. However, Apple aims to offer a solid email experience with the Mail app on iOS, iPadOS, and macOS, but it still leaves a lot to be desired. That's why you can't help but look at a viable alternative from Microsoft's camp - Outlook for Mac.

Recently, Microsoft revealed the brand-new look for Outlook for Mac, which is available through the Fast Insider group. That coupled with a bunch of other software integration in the Outlook for Mac app makes it a viable rival to the Apple Mail app.

In this post, we shall compare Outlook Mail for Mac to the default Apple Mail app. The comparison will be based on UI, Email Organization, Compose Mail, features, and apps integration. Let’s get started.

Cross-Platform Availability

I know cross-platform availability doesn’t matter much in an Email app. But I’m mentioning here so that you can expect a seamless experience on every platform. Apple Mail is only available on iOS, macOS, and iPadOS.

On the other hand, Microsoft Outlook is accessible on Android, iOS, Windows, macOS and Web.

Download Microsoft Outlook for Mac

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User Interface and Customization

Microsoft's plans to redesign the interface of Outlook for Mac is much needed to keep it in line with other platforms. There's a catch when it comes to trying out the new Outlook for Mac. You'll have to install it along with other Office apps through an ISO installer.

When you open Outlook for Mac, you'll notice the Compose (New Message) button and Search bar at the top. On the left sidebar, you'll find your email accounts and other folders. It is impressive how Microsoft uses a column layout style and adds the calendar integration to the extreme right. You won’t have a hard time navigating the new look.

You can change the default fonts for new mail, reply mail from the Outlook settings.

Apple Mail looks quite vanilla compared to the Outlook. The default interface shows the Email as well as folders on the left sidebar, messages list in the center, and mail view on the right. Interestingly, Apple Mail offers several customization options.

Go to Mail > Preferences > Fonts & Colors. From there, you can change the message list font, message font, and even fixed-width font. Apple Mail also allows you to change the list view preview from the default 2 lines to 3 lines or more.

Compose Mail

Apple Mail offers a bunch of editing options when you compose a mail. While writing a mail, you can change the font type, size, color, play with bold, italic options, and even add a bullet or number list.

I like how the Mail app lets you add the picture or scanned documents directly from the connected iPhone.

Outlook’s compose menu toolbar is richer than Apple Mail. It lets you highlight the words. You can even add tables and signature. Guess what? Outlook for Mac also supports templates. Yes, you can create ready-to-use templates with images and text. You can save them for later use. While composing an email, just tap on the three-dot menu above and select view templates and add a relevant one in the mail.

Such templates can be when you are composing emails related to specific subjects like marketing surveys, inquiries, and so on. Just create a master template with necessary text for each type or topic of emails you use often.

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Additional Features

If you like flagging emails, the Apple Mail offers a couple of options for neater organization. For instance, you can assign an orange flag for Bank mails and green flag to all finance mails. Most mail apps only support the normal flag (Red color) option.

From the flagged mail section, you can quickly jump to the exact mail that you are looking for. Apple Mail also supports Rules. You can select Mail > Preferences > Rules and create personalized email rules for you. I have created a rule to archive all the emails that come with Coronavirus in the subject.

We can only hope that Apple integrates services such as Reminders, Calendar, and Notes in the Mail app. It would be easy to set reminders for an email or create an event for the Mail app meeting.

Outlook for Mac app also supports to Rules options. I would highly recommend you to set some of the effective rules to organize emails like a pro. The app comes with Calendar, Sticky Notes, and Microsoft To-Do integration.

It works like a charm. If you are using Outlook as your mail provider and if you flag an email in it, the mail automatically gets saved into the Flagged mail section in the Microsoft To-Do app.

Email Export and Third-Party Integration

Apple allows you to export any mail as a PDF file menu. Open any mail and go to File > Export as PDF, and it will create a PDF file from the selected mail. Unfortunately, the app doesn’t offer any third-party app integration.

Microsoft offers a dedicated third-party app store. You can tap on the three-dot menu and go to Get add-ins from a dedicated store in Outlook.

For example, I use OneNote and Trello extensions in Outlook to directly send the selected mail to the OneNote or Trello.

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Use Mail Like a Pro on Mac

The comparison above gives you a clear view of the Apple Mail and Outlook’s strength and weaknesses. Apple Mail wins with the simple UI, mail organization, and iPhone integration. However, several folks complain that it is sluggish and buggy. Also, it doesn't translate to a pleasant performance on iOS either. Outlook for Mac brings a breath of fresh air with Microsoft apps integration, richer compose menu, and third-party add-ins. Hopefully, the Outlook for iOS also gets a facelift soon. As of now, I’m sticking with Microsoft’s offering. What about you? Sound off in the comments section below.

Next up:Recently got a new Mac? Read the post below find the best Mac apps to stay organized.

Outlook Mac Archive Location

The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.Read Next7 Best Mac Apps to Stay Organized

Archive Emails In Outlook For Mac

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Did You Know

Email existed even before the world wide web.

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