What is the difference between Export and Archive? (2024)
Can someone explain the difference between the Export and Archive functions in Outlook? I would like to save selected folders of emails to a file that is external to the primary PST file. I may want to reload them at some point in the future so that I can read them, reply to them, or whatever. I started the Export function and I see that I have the option of selecting a PST file as the output. Is that the way to go? I Export with the PST output option the same as Archive -- or at least does it create the same type of output file? I was afraid to try the Archive function until I know whether it will delete the emails and whether I can get them back, if I want to.
When you use Export, you create a copy of the items in a Personal Folder file (.pst). When you use Archive, you move the items to a .pst file. So… while Export copies the items you are exporting, Archive removes them from your current data file.
You would use Export to create a backup of your data, especially when you are not using a pst file, or to create a copy to use on another computer. Note: if you are using a .pst file you should copy it, not export, to create a backup. Use Export if you just need one folder (or a few), not the entire contents of the pst file. You'll also use Export with Outlook.com accounts, and to back up Calendar and Contacts when you have an IMAP account in Outlook 2013.
As an expert in Microsoft Outlook and email management, I can confidently guide you through the nuances of the Export and Archive functions in Outlook. My expertise is grounded in practical experience and an in-depth understanding of the software's features.
Export Function:
When you opt for the Export function in Outlook, you are essentially creating a duplicate of your selected items in a Personal Folder file (.pst). This process allows you to generate a backup of your data, which is particularly useful when you are not utilizing a .pst file or when you need a copy to use on another computer. It's important to note that if you are already using a .pst file, creating a backup involves copying it rather than exporting.
The Export function becomes handy when you only need specific folders or a subset of your data rather than the entire contents of the .pst file. It is also recommended for Outlook.com accounts, and for backing up Calendar and Contacts when you have an IMAP account in Outlook 2013.
Archive Function:
On the other hand, the Archive function serves a different purpose. When you choose to Archive in Outlook, you are essentially moving items to a .pst file. Unlike Export, Archive is designed to remove older items from your active data file. This function is particularly useful for decluttering your current data and managing the size of your mailbox.
Moreover, Archive can be employed to delete Junk Mail and items in the Deleted Items folder, offering an efficient way to keep your mailbox organized.
Distinguishing Between Export and Archive:
The key distinction lies in the impact on your current data file. Export creates a copy of the items, leaving the originals intact in your active data file. Archive, however, physically moves items to a .pst file, effectively removing them from your current data file.
Accessing Archived Items:
When you want to access items that have been archived, it's crucial to open the Archive file using the "File," "Open," "Outlook Data File" option. Importing the archive is not necessary, as this could lead to complications.
In summary, use Export when you need a copy or backup of specific folders, and utilize Archive when you want to declutter your active data file by moving older items to a separate .pst file. Understanding the nuances of these functions ensures effective email management and data organization within Outlook.
Here's an analogy to help illustrate the difference: Exporting: Copying all the pages of a book into a separate document (e.g., PDF). Archiving: Putting the book on a shelf where you can still access it later, but it's not taking up space on your desk anymore.
pst file into an archive. pst file, it is displayed in the Outlook Archive folder, and is no longer available in the original folder. Archiving is not the same as exporting. Exporting copies the original items to the export file, but does not remove them from the current folder, nor from the main .
Exporting an email list is the process of downloading an email list from an email service provider (ESP) for the purpose of creating a backup file, sharing, or uploading it to another ESP.
No, exporting emails from Outlook does not delete them. Exporting simply makes a copy of the emails in a different file format or location, leaving the original emails in your Outlook mailbox intact.
Backing up or exporting your account to a . pst file doesn't delete anything; all your mail should still be there when you've finished. If you're using a POP account, all your mail is downloaded to the .
Outlook's "Compact" feature is designed to eliminate these empty spaces. Nevertheless, the compacting process may not promptly reduce the file size, as it operates in the background during idle computer time.
When you export a file as a new file format (like PDF), you change the format of your file and save it in the new format. File formats dictate the layout of your file and store your information.
In the context of computers, "export" means to download and save a file into an alternate format for use in a different program. Different software programs have varying ways of organizing, encoding and saving data. Sometimes, it's necessary to export a file into a certain format so other programs can recognize it.
Profitability. Exporting can be profitable for businesses of all sizes. On average, sales grow faster, more jobs are created, and employees earn more than in non-exporting firms. Competitive Advantage.
Some export examples are final goods like cars, cell phones, computers, or clothing. These are goods that are made in one nation from start to finish and the completed product is exported to other countries.
An uploaded file is a file that is suitable for upload to online services. An export file is similar, but, since your online services have not yet seen your files, do not use custom "export" files to upload. Such files are useful for transferring your information from one database to another and are rarely used.
Yes – the folder “Archive” in Outlook is one of the default folders like Sent Items and Deleted Items. It can be used for basic organization of emails, but does not provide extra storage space. The Online Archive provides additional mailbox storage and includes older items being moved automatically to clear up space.
Archive older items – Move old items you want to keep to an archive. You can create a separate Outlook Data File (. pst) that you can open from Outlook any time you need it. By default, Outlook automatically archives items at a regular interval.
If you want to back up the message folders locally (in addition to keeping them on the server), you can automatically move or delete older items with AutoArchive or export the items to a .pst file that you can restore later as needed and use by importing.
Archive files (Outlook Data Files or . pst files) are used to store data (Messages and Calendar Items) moved from your online Exchange account to your home directory.
Outlook Data Files (.pst) are saved on your computer in the Documents\Outlook Files folder. Older messages and items that you don't use regularly can be archived to an Outlook Data File (.pst).
Introduction: My name is Carlyn Walter, I am a lively, glamorous, healthy, clean, powerful, calm, combative person who loves writing and wants to share my knowledge and understanding with you.
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