If you file emails in folders regularly and you are using the IMAP system of retreiving emails ( which leaves a copy of every email you receive, store and send on the website hosting server) , creating an additional storage folder that holds emails OUTSIDE of your inbox will free up space on the server and stop your mailbox from going"over quota" and rejecting incoming email.

Once you have created the new storage folder using the instructions below, you can drag and drop all those folders that are inside your inbox and move them to the new storage folder. Then as you file incoming emails you will file them in the the Storage Folder rather than in the sub-folders in your Inbox.

To keep your inbox even cleaner:

  • Remember to move your "sent items" to the Storage folder regularly too (or delete if you can) 
  • Empty your deleted items and spam folders.

Microsoft Outlook Steps

  1. Select the “File” menu in the upper-left corner.
  2. Choose “Account Settings“, then “Account Settings” again.
  3. Select the “Data Files” tab.
  4. Select the “Add” button.

You may name the file what you like. Perhaps Archive.pst or Filing.pst would suit.

Click OK

Click "Close"

This new folder will now show up in the bottom left of your Outlook folder list.

You can now move ( by drag and drop) any folders that have been storing emails in your "Inbox" into this new "filing" folder.

Use this Storage folder (and the new subfolders you've created there)  for any emails you need to file away and keep for reference.

This video https://www.youtube.com/watch?v=AsJPOCcr_ic  further explains the instructions above.

This is the manual way of handling your emails. It is possible to setup archiving automatically although this is a little more complex.

Automated email archiving 

This video will help explain how to set up automated archiving.


Please be aware that Technology Matters provides this information to assist clients in setting up their accounts correctly. We are not able to trouble shoot individual issues within your outlook account and do not provide technical support at a deeper level for Outlook. We may advise you to contact a local IT specialist who can assist with your set up if you are unable to follow the instructions above.