Archiving emails in Outlook 2003

This guide is only useful if you set up the email to use IMAP, where messages are stored on the server. With POP, messages are download to your computer when you check your mail and are then removed from the server.

This is for users who already access their email using Outlook 2003.

In the folder column on the left you should see a list of email accounts that you currently have set up, along with a list of "Personal Folders". These person folders are storage on your computer.

To archive an email, we need to move the email from your PagePlay IMAP folder to the "Personal Folders" on your computer.

To move an email, right click on the message in the message list and choose "Move To Folder" from the list that appears. From the list that this generates, choose "Inbox" from within Personal Folders

Outlook will have now marked the original message in your inbox for deletion (this may be shown as the subject with a line through it), however, it won't be deleted yet. To delete it, you will need to Purge emails marked for deletion. To do this, click on "Edit" an then select "Purge Deleted Messages"

This message will no longer be using up part of your storage quota.

This process can be sped up by selecting multiple messages rather than a single message before moving it to your Personal Folders

You may also want to archive emails from your Drafts and Sent folders as emails in these folders also count towards your mailbox usage.