CONTACT
VISIT
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Begin your day with emails neatly organized, replies crafted to match your tone and crisp notes from every meeting.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
A well-managed inbox makes good use of the archive function. Archived emails aren't deleted, but they are tucked away, which can make them tricky to locate when you need them later. Whether you're using Gmail or Outlook, knowing how to find, view, and recover archived emails means you'll never lose track of important messages. Our guide will show you the steps along with tips for both desktop and phone users.
Archiving is different from deleting. When you delete an email, it moves to the trash and gets permanently removed after a set amount of time - this could be a few days or a month depending on your settings. Archiving removes an email from your inbox but keeps it safely stored in your account. This keeps your inbox clean without losing access to past messages.
Archiving has a lot of benefits:
Decluttering your inbox
Archived emails are hidden from your main inbox view, reducing visual noise while you work.
Keeping important information
Emails remain searchable, so you can access important data or reference past conversations whenever you need them.
Simplifying organization
Especially in Gmail, archiving can be combined with labels to categorize emails for future reference.
In their article, How to Spend Way Less Time on Email Every Day, Harvard Business Review, cautions that when we check a crowded inbox, we end up re-reading emails over and over again. This is a huge time drain - time that could be better spent on other tasks.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Using the "All Mail" folder
Archived emails in Gmail are stored in the "All Mail" folder. Open the folder from the sidebar to see messages that have been archived.
Using the search bar
You can search by keyword, sender, or date range. For example, typing from:example@domain.com or relevant keywords will display archived messages that match your query.
Check recently archived messages
Gmail shows archived messages in chronological order in "All Mail," so recent emails appear near the top. Labels applied before archiving will still show up, helping you locate specific conversations.
Accessing the Archive folder
In Outlook, archived emails are moved to the "Archive" folder, separate from your inbox. You can access this folder from the folder list in both desktop and web versions.
Using search functionality
Type keywords or sender names in the search bar while viewing the Archive folder. Filters, such as date or attachment type, can help narrow down results.
Phone apps
Both Gmail and Outlook mobile apps let you view archived emails by going to "All Mail" (Gmail) or "Archive" (Outlook), making it easy to locate messages on the go.
Step 1: Select the archived email
Open the email in "All Mail" or search results.
Step 2: Move back to inbox
Click the Move to Inbox button at the top of the email. This restores the email to your inbox while keeping any labels you applied.
Step 3: Optional organization
Apply labels to categorize the recovered email, making it easier to find later.
Step 1: Select the archived message
Go to the Archive folder and select the emails you want to restore.
Step 2: Move back to inbox
Right-click and select Move to Inbox or drag and drop into your inbox.
Step 3: Optional tagging
Use categories or flags to highlight restored emails for quick access in the future.
Archiving emails is a powerful way to keep your inbox organized, but finding and recovering those messages can be essential.
Things to keep in mind:
Want to stay on top of your emails? Fyxer works across Gmail and Outlook to categorize your emails, draft responses and manage your meeting schedule. Get set up in 30 seconds to start saving yourself 6.5 hours every week. Sign up here.
Can I recover an email after archiving it?
Yes. Archived emails are never deleted and can be restored to your inbox or kept in their archived state with labels.
Does archiving delete the email?
No. Archiving removes emails from your inbox view but keeps them safely stored in your account.
How do I find recently archived emails in Gmail?
Use the "All Mail" folder or search by sender, keyword, or date range. Labels applied to the email before archiving will also help locate it.
Can I unarchive emails on mobile apps?
Yes. Both Gmail and Outlook mobile apps let you access archived emails and move them back to your inbox.
What's the difference between archiving and moving to folders?
Archiving keeps emails searchable and removes them from your inbox, whereas moving emails to folders may require manual organization and doesn't always remove them from your inbox depending on rules.
Are archived emails backed up?
Yes. Archived emails are stored on the server and remain accessible unless deleted permanently.
Can I prevent accidentally archiving emails?
Yes. Enable confirmation prompts or adjust keyboard shortcuts to minimize accidental archiving.
You may also be interested in: