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.
What does it mean to archive an email?
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.
How to find archived emails in Gmail
- 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 Open the folder from the sidebar to see messages that have been archived.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.
How to find archived emails in Outlook
- 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.
How to recover archived emails in Gmail
- Select the archived email: Open the email in "All Mail" or search results.
- 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.
- Optional organization: Apply labels to categorize the recovered email, making it easier to find later.
How to recover archived emails in Outlook
- Select the archived message: Go to the Archive folder and select the emails you want to restore.
- Move back to inbox: Right-click and select Move to Inbox or drag and drop into your inbox.
- Optional tagging: Use categories or flags to highlight restored emails for quick access in the future.
Keep your inbox organized
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:
- Archiving doesn't delete messages and they remain searchable.
- Use Gmail's "All Mail" or Outlook's "Archive" folder to locate archived emails.
- Restore emails to your inbox when needed and use labels or categories for better organization.
- Mobile apps offer the same functionality for users on the go.
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Finding, viewing, and recovering archived emails FAQs
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.
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.
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How to Find Unread Emails in Gmail
How to Delete a Sent Email: Your Guide to Undoing Email Mistakes
