Note: The other languages of the website are Google-translated. Back to English

How to archive emails by year/month/date in Outlook?

This article is talking about archiving emails by a certain month, year, or date in Outlook.

Archive emails by year/month/date in Outlook

Archive emails by year/month/date in Outlook

For example I need to archive emails received in May, I will show you the detailed steps to archive by the specified month/date/year in Outlook.

1. In the Mail view, type the search criteria received: May in the Instant Search box, and then specify the search scope in the Scope group on the Search tab. See screenshot:

Notes: (1) received: May means search emails received in May, you can change the May to other month name, such as Jan, Feb, etc.
(2) received: May means search emails received in May of any years. If you need to narrow the search scope and search emails in May of a certain year, such as 2016, you can change the search criteria to received: 2016/5/1..2016/5/31.
(3) For searching emails by a certain year, says 2015, please change the search criteria to received: 2015/1/1..2015/12/31.
(4) For searching emails by a certain date, says 2016/5/1, please change the search criteria to received: 2016/5/1.

2. Now all emails received in the specified month are found out in the mail list. Please select all search results, right click and select Move > Other Folder. See screenshot:
Note: You can select all emails in the mail list with selecting any email in the mail list and pressing Ctrl + A keys.

3. In the Move Items dialog box, please click the New button. See screenshot below:

4. In the Create New Folder dialog box, please type a name (May in my case) for the new folder in the Name box, select an email account in the Select where to place the folder list box, and click the OK buttons to close both dialog boxes.

5. Now all search results are moved to the new Folder May. Go ahead to click File > Info > Tools > Clean Up Older Items (or File > Info > Cleanup Tools > Archive). See screenshot:

6. In the Archive dialog box, please do as below screenshot shown:
(1) Check the Archive this folder and all subfolders option;
(2) Click to select the new folder May in the below list box;
(3) Type Tomorrow in the Archive Items older than box;
(4) Click the Browse button to specify file name and saving folder for the archive file;
(5) Click the OK button.

7. In the popping out Microsoft Outlook dialog box, please click the Yes button.

So far emails have been archived by the specified month (or year, date) already.

One click to save/export multiple emails to text/PDF/HTML/CSV files in bulk in Outlook

Normally we can export/save an email message as a text file with the Save As feature in Outlook. But, for batch saving/exporting multiple emails to individual text files, you have to manually handle each message one by one. Time-consuming! Tedious! Now, Kutools for Outlook's Save as File feature can help you quickly save multiple email messages to individual text files, PDF files, HTML files, etc. with only one click! Click for 60-day free trial without limitation!
ad batch save as 9.50

Related Articles

Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts... Enable you to do smarter, faster and better in Outlook.
shot kutools outlook kutools tab 1180x121
shot kutools outlook kutools plus tab 1180x121
Comments (2)
No ratings yet. Be the first to rate!
This comment was minimized by the moderator on the site
Just wanted to say thank you. I'm dealing with 50GB (!!!) PST files because no one in our office knows how to Archive.

I would run a rule to Copy files over in a specific date range, but you cannot do that for Sent items. Only Inbox (received) items. I was ready to pull my hair out.

With your steps, I assumed that going into the Sent folder and typing in the search field Sent:2016 would sort all the emails for that year.

Worked like a charm. You saved me hours of work and maybe I'll be able to enjoy what is left of my weekend.

Thank you again,

This comment was minimized by the moderator on the site
Hi Manny,
(1) You are right to select the Sent folder.
(2) You can not specify “Sent:2016” as date range for archiving.
This is an article about archiving emails by year/month, hope it can solve your problem.
There are no comments posted here yet
Leave your comments
Posting as Guest
Rate this post:
0   Characters
Suggested Locations