If you have too many emails in your Gmail, you can delete the oldest ones, but you won’t be able to look at them again if you need to. Putting old emails in an archive might be the best thing to do since you can always get them back if you need to.
Read the article below to find out how to archive your emails in Gmail and how to get them back.
Emails can be saved in Gmail
You can delete the emails you know you won’t need again and save the ones you might need someday. Emails with codes, passwords, sensitive information, and so on can be archived with just a few clicks, but it is always best to delete these messages. But save them somewhere else besides Gmail, like in an encrypted folder or as PDFs.
Where Gmail’s saved emails are kept
All of your archived emails are moved out of the “Inbox” folder and into the “All Mail” folder, where you can always find them. The only problem is that they can be hard to find because they get mixed up with everything else. This is the case because Gmail does not have a folder or label called “Archive.” Here’s a trick that will help you sort your things.
How to save Gmail emails
Making some space in your “Inbox” folder makes it easier to find important emails. So, when you don’t need some emails right now, it’s easy to archive them and see them in the “All Mail” folder. But since they get mixed up with all the other messages, there is a way to tell them apart. Here’s what you need to do:
- Go to your “Gmail” account and sign in.
- Scroll down in the menu on the left and click on “More.”
- Scroll down again and click on “Create new label.”
- Type a name for the folder that will hold your archives, but DO NOT pick a parent folder. This step makes a folder to store your archives before you archive them, so they are easy to find later.
- Scroll down in the menu on the left and click on the “All Mail” folder. This folder/label shows all of your messages, no matter where they are in your account.
- Click on the ” (the box that says “Select/Deselect”) next to each message you want to rename or move. If you make a mistake, you can just click it again to remove it.
- Click on the Labels icon at the top of the page. “Move to” is NOT an option because it deletes the emails from the “Inbox” folder.
- To start over, uncheck all the boxes in the “Labels” menu. If a box has a “minus” sign in it, you have to click it twice to uncheck it. DO NOT yet click “Apply.”
- Check “Inbox” and then “Archives” or whatever you named the folder. If the folder’s box has a “minus” sign, click on it to turn it into a “checkmark,” then click “Apply” when you’re done.
- Gmail goes back to the folder called “All Mail.” From the last step, each email now has two labels: “Inbox” and “Archives.”
- Check the boxes next to each email you want to save, then click ” (Archive icon).
- The emails are no longer in the “Inbox,” but they are still in the “Archives” folder. So you kept “Inbox” checked and used labels instead of moving the messages. When you’re in the “All Mail” folder, you’ll see the labels.
- In the “Archives” folder, move your mouse over each email to make sure it was saved. If a message has been archived, the “Archive icon” on the far right of each message is greyed out (lighter grey), and hovering over it doesn’t show the hand.
In the steps above, you made an archive folder to store your archivable emails, labeled each email “Inbox” and “Archives,” manually archived them, and can view them in the “Archives” folder for easy access. You can’t use “Move to” because it takes the email out of the “Inbox” folder. Because of this, you should use labels instead.
After adding the “Archives” folder, you can use it in the future. Just don’t forget to use labels instead of “Move to,” or it won’t work.
Your chosen emails are now in the “Archives” folder, where you can find them if you need them again.
You won’t have to go through a lot of emails to find the ones you’ve archived because they’re in your “Archives” folder. As was already said, new replies also take emails out of the archive.
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How to save all or a group of Gmail emails
With just a few clicks, you can save any or all of your emails. Your Inbox will be empty, but the “All Mails” folder will still be a mess of emails, so try to get rid of the ones you know you won’t need before you start to archive. You can also make a backup folder for easy viewing later, which is what “Archives” means above, and use it before putting any emails in it.
Use the dropdown menu next to the “Select All” box to change what you want to archive. You can choose between emails that have been read, emails that haven’t been read, emails that have been marked as important, or even emails that haven’t been marked as Here’s what you need to do to save all of your emails at once or in large groups:
- Click the ” (Select/Unselect Dropdown icon) at the top, above all the emails.
2. Depending on what you want to save, choose “All,” “Read,” “Unread,” “Starred,” or “Unstarred.”
3. Once all of your emails are selected, click the ” (Archive icon), and all of your emails will move to the “All Mail” folder.
4. When the bulk confirmation window comes up, click “OK.”
All of the emails you chose are now in the “All Mail” folder instead of the “Inbox.” You can choose to make an “Archives” folder first, like in the other section above. Then, when you follow the steps here, it will be easy to find all the emails you archived in bulk.
How to get emails out of Gmail’s archive
You can always move an email back to the folder where it was sent. To do that, follow these steps:
- If you moved all of your archived emails to a folder before viewing them, go to that folder. If not, go to the bottom of the left menu and click “More.” Then, open the “All Mail” folder.
- Choose the emails you want to remove from the archive, and then click ” (Move to icon).
- From the list of folders, choose “Inbox.”
Now, the emails you chose will go back to the “Inbox” folder.
Emails can be saved on mobile devices.
You can also save emails from your phone or tablet. The steps are very similar to the ones above, and both iOS and Android devices can use them. What you need to do is:
- On your phone or tablet, open the “Gmail” app.
- Open the “All Mail” folder to see everything, then check the “circle” next to each email you want to save or tap it again to unselect it.
- If you made an “Archives” folder first, like in the sections above, tap the (options) button at the top. If not, go to “Step 7.”
- Choose “Change labels” from the list of things you can do.
- Uncheck all the boxes, and then check the “Inbox” and “Archives” labels. You want the emails to be put in both folders.
- Open the “All Mail” folder to see everything, then check the “circles” next to each email you want to save. They should have two labels: “Inbox” and “Archives.” You might need to switch to landscape mode to see the labels.
- Tap the ” (Archive icon) at the top to put the selected emails in the archive.
- Each email you choose to delete goes away from the “Inbox” folder. If you put the emails in a folder called “Archives” and gave them that name, they will stay there for future use.
The emails you chose are now in the “All Mail” folder, but they will stay in the “Archives” folder you just made if you chose that option before.
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How to get emails out of the Gmail app’s archive
- On your phone or tablet, open the “Gmail” app.
- Scroll down and click on “All Mail” in the menu on the left. Then, choose the emails you want to unarchive. You can also choose the “Archives” folder, if you made one, to see only the emails you have stored there.
- If the email was moved to a folder called “Archive,” tap ” and choose “Move to Inbox” from the list. If the option on the list isn’t there, the email isn’t saved.
The emails you chose will now show up in the “Inbox” folder again and will no longer be archived.
In conclusion, some emails are more important than others, so it makes sense that you would want to keep the important ones for later. You’ve learned how to archive emails while keeping a backup and how to do this on both a PC and a mobile device. You made a backup folder called “Archives,” labeled emails for “Inbox” and “Archives,” archived the emails you wanted to keep, and now you can find them in the “Archives” folder instead of searching through “All Mail.” Now that you know how to handle your emails, you won’t have to worry about your inbox getting too full.
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