The outlook email platform is popular for a reason, but it does have a few flaws as well. Corporate email archives tend to be large, which is one flaw. Archived emails are frequently plagued by issues related to file size limits, lagging network shares, and all kinds of other problems.

In this case, deleting old messages is one of the easiest solutions. When you no longer need an item, get rid of it. It’s still worth deleting an email even if you think you may need it in the future. Additionally, you can also perform sweeping pruning operations, such as deleting all email attachments to drastically reduce size. For more information, visit cloudally.com.

Occasionally, however, you will not be able to accomplish this. Perhaps you need to keep more emails due to rules regarding data retention. It’s possible that you need many old emails.

Exchange or IMAP are Both Suitable

Email systems such as Exchange and IMAP operate in a similar manner. As a result, the two programs perform at such a level that backups are largely unnecessary. Their servers are usually located on the cloud or in the organization’s data center. Everything related to your emails is stored on this server. You need to log into the server in order to view your emails. The procedure usually works the same as Gmail, where you log on, manage your emails, then log off.

Because your emails are already backed up on the server, you don’t need a local backup. It is likely that you will need to contact your IT team to obtain a copy of your archive if you need it for a local backup. Naturally, this can be a hassle, but larger organizations have to deal with it.

Backing Up Outlook.com Using Mail

Only one scenario is covered by the second option. Microsoft Windows 10 must be installed for both Outlook and Windows Mail to work. If you want to set up email using Outlook.com, not Outlook alone, you have to do that. Also, you need to be in a position of losing access to your account and thus want to have a backup in case of such a loss.

With a system like Outlook.com, you won’t need to worry about backups on a regular basis. I think it’s a very interesting web app, and it’s redundantly stored in the Microsoft cloud server, all of your emails. It isn’t possible to download your emails, however, you can rely on the fact that they won’t disappear at random.

As it turns out, the issue comes with the fact that your emails, contacts, and other personal information are only saved on the servers of Microsoft. You cannot restore your address book if someone accessed your account and deleted it.

Archiving Automatically

Emails older than a certain date can be archived automatically in Outlook. Those emails are automatically transferred to your stored backup as they age out.

So, your archive location needs to be always accessible if you want to do this. During the automatic archival process, it creates a PST file that will be added to over time. A backup will not work if a location can’t be accessed, such as Dropbox or a network share.

Using Outlook, sign into the appropriate email account first to start setting up AutoArchive. You can do this with almost any version of Outlook, although older versions and Office 2007 may require different instructions.