How to Archive Emails

Keep your inbox clean and organized by archiving emails you want to keep but don't need to see every day.

What is Email Archiving?

Archiving removes emails from your inbox without deleting them. Archived emails are:

• ✅ Kept until you delete them - Archiving does not delete
• ✅ Fully searchable - Easy to find later
• ✅ Out of sight - Inbox stays clean
• ✅ Accessible anytime - View in Archive folder

When to Archive vs Delete

✅ Archive These:

• Completed project emails
• Order confirmations
• Reference materials
• Old conversations you might need
• Receipts and invoices

🗑️ Delete These:

• Spam and junk
• Outdated newsletters
• Duplicate emails
• Truly unnecessary messages

How to Archive in Webmail

1. Log in to webmail at https://system.atriomail.com/webmail
2. Select email(s) to archive
3. Move them to your Archive folder (create one if you don't have it yet)
4. The email leaves your inbox and stays in the Archive folder

How to Archive in Email Clients

Gmail App:

1. Swipe left or right on email
2. Or tap Archive icon
3. Email moves to All Mail

Apple Mail:

1. Select email
2. Click Archive button in toolbar
3. Or swipe left and tap Archive

Outlook:

1. Select email
2. Click Archive in ribbon
3. Or press Backspace key

Viewing Archived Emails

1. Open your email client
2. Look for Archive or All Mail folder
3. Click to view all archived messages
4. Use search to find specific emails

Searching Archived Emails

Archived emails can be found with search just like inbox emails. Make sure your app searches all folders, not only the one you have open.

Unarchiving Emails

Need an archived email back in your inbox?

1. Find email in Archive folder
2. Select it
3. Click Move to Inbox
4. Email returns to inbox

Archive Best Practices

• 📦 Archive regularly - Don't let inbox overflow
• 🎯 Archive completed items - Keep inbox for active work
• 🔍 Use search, not folders - Faster than browsing
• ⏰ Archive old emails - Anything over 30 days old
• 🗂️ Don't over-organize - Archive is enough for most emails

Automatic Archiving

Set up filters to automatically archive certain emails:

1. Look for filters or rules in your webmail or mail app settings
2. Create new filter
3. Set conditions (e.g., from specific sender)
4. Choose the action that moves the message to your Archive folder
5. Save filter

Bulk Archiving

Clean up your inbox quickly:

1. Use search to find emails to archive
2. Select all matching emails
3. Click Archive button
4. Confirm bulk action

Common Questions

Q: Can I archive emails on mobile?
A: Yes! Most email apps have archive functionality.

Q: How long are archived emails kept?
A: Until you delete them. Account data is deleted when an account is cancelled, so move out any mail you want to keep before you cancel.

Q: Do archived emails affect storage?
A: Yes, they count toward your quota.

Q: Can others see my archived emails?
A: Only people who can sign in to your mailbox can see it.

Need Help?

Questions about archiving? Contact support through the live chat in the control panel.