Archiving Verses Deleting Emails

When it comes to removing emails, there are two options that nearly every service has; Archive and Delete. It’s a little confusing why there are two choices that sound very similar. What’s the difference and which should you use?

RAYMOND OGLESBY @RaymondOglesby2
May 3, 2022

When it comes to removing emails, there are two options that nearly every service has; Archive and Delete. It’s a little confusing why there are two choices that sound very similar. What’s the difference and which should you use?

Both archiving and deleting emails will remove them from your Inbox, but that’s where the similarities end. Knowing the difference between the two can save you from some trouble. Let’s explore the difference

This is for devices running Microsoft Office 365 Outlook app. Screenshots are from Windows 10

Dilbert and IT
Copyright Scott Adams, Inc./Distributed by Universal Uclick for UFS

Archive an Email

The Archive function in email services is essentially Delete Lite. The email is removed from your Inbox and instantly removed. It feels like you deleted the email, but it’s not gone forever.

If you think about physical mail, the Archive function is like shoving a piece of mail into a drawer. You will not see it anymore, but it’s still there if you need it.

Archived emails are usually put into a special Archive folder. First, open an Outlook email in your Inbox. Refer to the below image:

Email 1
Opening an Outlook email

Next, right-click on the email, and select Archive from the drop-down menu. The email will be moved to your Archive folder. Or, you can drag and drop email(s) to your Archive folder. If you do not have this folder, you will receive a message asking if you want to create the Archive folder or choose another folder. See the below image:

Email 2
Selecting to Archive an email

AutoArchive for Folders

If you want to clean up your folders but do not want to spend the time manually doing this, consider using the AutoArchive feature. Using AutoArchive, you can tuck away older emails and items you no longer need but do not necessarily want to delete.

You can decide when to archive your items, which ones to archive, and where they should be sent. You can set up AutoArchive for specific folders or completely remove folders from the archive process.

To get started:

Open Outlook, then click:

File > Options > Advanced > AutoArchive Settings

and select/change your options, then click OK when finished. See the following image:

Email 4
AutoArchive options

Delete an Email

Deleting an email is a permanent function. When you delete an email it’s usually moved to a Trash folder. That’s where it will sit for 30 days, after which it is removed for good (usually).

To use the physical mail example again, deleting is like putting mail in your trash can. You might have 30 days to retrieve it, but after you take it to the curb, it’s gone forever.

First, open an Outlook email in your Inbox. Next, right-click on the email, and select Delete from the drop-down menu. The email will be moved to your Trash folder. Or, you can drag ad drop email(s) to your Trash folder. Refer to the below image:

Email 3
Selecting to Delete an email

Archive and Delete an email is similar in Gmail. The difference lies in the location of these options. Once a Gmail is opened, they are located in the top toolbar.

Which One to Use

With these definitions in mind, you might be thinking there’s no reason to ever fully delete an email. Well, that might be true if you are willing to pay for storage. The days of unlimited free storage for email accounts are over.

All those archived emails are added to your storage. So unless you want to pay for more storage, you should delete some emails.

It’s a good practice to delete any email you know you will never need again and Archive the others. Keep in mind that the U.S. government can look at emails older than 180 days without a warrant.

Archive and Delete may sound familiar, but their functions are drastically different. By using them, you can maintain a clean Inbox.

Quote For the Day

Do something wonderful, people may imitate it.

Albert Schweitzer

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Check out TechSavvy.Life for blog posts on smartphones, PCs, and Macs! You may email us at contact@techsavvy.life for comments or questions.

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Please feel free to leave a comment. I would love to hear from you. Do you have a computer or smart device tech question? I will do my best to answer your inquiry. Just send an email to contact@techsavvy.life. Please mention the device, app, and version you are using. To help us out, you can send screenshots of your data related to your question.

Author’s E-book

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The author’s Vietnam eBook on the Battle for Tra Bong Vietnam: Events and Aftermath

How to Save Office Default Save Location in Windows 10

Saving documents from the Microsoft 365 suite is a simple process. As you do, your Word, Excel, and PowerPoint files are saved to the default location of your choosing. If you wish to change this location, you can do so.

RAYMOND OGLESBY @RaymondOglesby2
September 2, 2021

Saving documents from the Microsoft 365 suite is a simple process. As you do, your Word, Excel, and PowerPoint files are saved to the default location of your choosing. If you wish to change this location, you can do so. Let’s explore how this is done.

This is for Windows and Office 365

Dilbert and Decision
Copyright Scott Adams, Inc./Distributed by Universal Uclick for UFS

Microsoft’s recommendation is to save files to your OneDrive location. However, you might want to save all of your Microsoft 365 files to your local drive. By default, Office will use your Documents folder when you save files on your PC.

Thankfully, you do not have to change the saved location every time manually. Instead, you can set a new default. Better still, if you make the change in one Microsoft 365 app, the change carries over to every other one.

Make Your PC the Default Save Location

First, open an Office application, like Word, and click File > Options. (The Options is found in lower left-hand pane). Refer to below image:

Office 1
Selecting Options

Next, the Word Options window will appear. Click the Save tab in the left-hand pane. See below image:

Office 2
Selecting Save option

Now, under the Save Documents section, check the box next to Save to computer by default and click Browse. This will launch File Explorer for you to choose a location. See following image:

Office 3
Set default location

Next. click the OK button in the bottom-right corner of the window to apply the change. Refer to below image:

Office 4
Apply your change

Now, check your default save file location and click OK. Your Word option screen will close. The next time you save an Office file, your computer will be the default save location to the drive or folder you have chosen. (Note! I did not change the default location. This is for demonstration purposes only). See below image:

Office 5
Check default location and save

Quote For the Day

People who think they know everything are a great annoyance to those of us who do.

Isaac Asimov

That’s it. Please feel free to share this post! One way to share is via Twitter.

Just click the Tweet icon below. This will launch Twitter where you click its icon to post the Tweet.

Check out TechSavvy.Life for blog posts on smartphones, PCs, and Macs! You may email us at contact@techsavvy.life for comments or questions.

I Would Like to Hear From You

Please feel free to leave a comment. I would love hearing from you. Do you have a computer or smart device tech question? I will do my best to answer your inquiry. Just send an email to contact@techsavvy.life. Please mention the device, app and version that you are using. To help us out, you can send screenshots of your data related to your question.

The author’s Vietnam eBook on the Battle for Tra Bong: Events and Aftermath
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