Home Document What Does it Mean to Archive An Email

What Does it Mean to Archive An Email

What is it, How, and Why should you archive your emails?

by stacy

Not all emails are important enough to keep in your inbox, but you may not want to delete them entirely either, depending on your circumstances. What should you do if you find yourself in this situation? Make use of the Gmail archive.

In most email clients, you can create an archive folder to store messages that aren’t important to you right now but may be useful for later reference. Archived emails are the most effective way to keep your inbox clean and organized without deleting anything.

In this article, you’ll learn the fundamentals of Gmail’s archive folder, including how to access it and how to make the most of its features.

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1. Using the All Mail folder as a starting point

2. Making use of the search bar

How to search for archived emails in Gmail on your mobile device

How to search for archived emails in Gmail on Android devices.

In Gmail on the iPhone, how do I find archived emails?

There are several options available to you if you want to clean up or organize your Gmail inbox, including deleting messages and moving them to the Gmail archives folder. If you choose the latter option, you will simply move your messages from your Inbox to another folder — the Archive — without doing anything else.

When you archive an email, you are putting it somewhere safe for future use. If someone replies to an email that has been archived, the email will be re-addressed to you in your Inbox. Email archiving is the best solution for emails that you want to keep out of your inbox but for which there’s a good chance you’ll need them again in the future.

The difference between deleting emails and archiving emails is explained below.

When you delete an email, it is moved to your Trash folder. It will be there for 30 days. If it is not retrieved or viewed within this period, it will be permanently deleted and will no longer be accessible.

When you archive an email, it is only removed from your Inbox. Although it will remain in effect indefinitely, the action can be reversed at any time.

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How to delete emails that have been archived in Gmail

If you decide at any point that you no longer require the emails that you have archived, you can easily delete them from your computer.

All you have to do is complete the following steps:

Locate the archived email message (s).

Select “Delete” from the drop-down menu.

How to delete emails that have been archived

The selected emails will be moved to the Trash folder as a result of this action. Just keep in mind that after 30 days, they will be lost forever and there will be no way to recover them.

What is the point of archiving an email in the first place?

There are a variety of reasons why you might want to keep your emails archived. This is because doing so:

It makes it easier to manage your inbox by cleaning it up.

Ensures that critical information is never lost

Makes it simple and quick to get to important information.

Ensures that your company maintains compliance

Protects your company from the possibility of legal action.

As a result, even though dealing with emails may consume 28 percent of your productive time, effectively managing them is still necessary. See how Mailbird can assist you in accomplishing this goal further down the page.

How to search for archived emails in Gmail on a desktop computer

If you are accessing your Gmail account from a computer, there are two straightforward methods for finding archived emails.

1. Using the All Mail folder as a starting point

If you simply browse through your inbox, you’ll quickly notice that there are no archived emails to be found. This is because they are by default hidden by Google. To view archived emails, navigate to the All Mail folder on your computer’s hard drive.

To accomplish this, follow these steps:

Bring your cursor to the icons located in the upper left corner of the Gmail application screen and click on them.

This section of the side menu will become visible when your cursor is over it.

Scroll down until you reach the All Mail folder, which can be found with the side menu expanded.

This folder can be accessed by clicking it.

In Gmail, where do you find your archived emails?

It is not recommended that you use this method if you are archiving dozens to hundreds of emails every day. It will be tedious and time-consuming to have to manually archive every important email (both incoming and outgoing) regularly. The following method can save you the time and effort of having to sort through hundreds of messages.

2. Making use of the search bar

You can also use the search bar in Gmail to locate any archived emails that you may have saved. You can do so by doing the following:

Enter a few of the most important words from the email you’re looking for into the search bar to narrow your results. Emails containing those words will be sent out. It is true that the more keywords you enter, the more specific the results will be.

How to search for archived emails in Gmail using the search function

Type the following into the search bar: “-in:Sent -in:Draft -in:Inbox” -has:nouserlabels” into the search bar. This will bring up a list of every email that is currently in the Sent, Drafts, and Inbox folders, as well as any emails that are not currently in those folders. This effectively accomplishes the same thing as opening the All Mail folder, albeit in a slightly more convoluted manner.

Learn how to use search operators to locate archived emails.

How to search for archived emails in Gmail on your mobile device

Finding archived emails on a phone isn’t all that different from finding them on a PC using the Mail app. The interface, on the other hand, will be a little different.

How to search for archived emails in Gmail on Android devices.

Launch the Gmail application.

To make the hamburger menu larger, click on it.

Then, either select the All Mail label or use the search function to locate the item you’re looking for in your inbox.

What is the location of archived emails on Gmail mobile?

In Gmail on the iPhone, how do I find archived emails?

Even though Gmail isn’t as popular among iPhone users as it once was, the app is still available through the Apple App Store. Finding archived emails is similar to the process of finding them on an Android device.

Launch the Gmail application.

To make the hamburger menu larger, click on it.

Use the All Mail label or the search bar to find what you’re looking for.

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