Gmail archive is a very useful feature that many Gmail users still don’t know of. Many a time, we face a situation when we receive emails that are not so important right now but may be of very much importance at a later stage. We keep them in the inbox; some of them we don’t even want to read, but we have to keep them. They keep getting accumulated in your inbox and a stage comes when you have a huge portion of your inbox space dedicated to them. What do you do with such emails?
There is a very easy solution for this problem and yet most of us are not aware of it. You simply archive them. Let’s know in this post, what Gmail archive is, how it is useful, and how to use this important Gmail feature.
What is Gmail Archive?
Gmail archive is a great tool that helps you free up your inbox space without deleting your emails. The Archive is a section in your email that stores your emails but this section is not your primary inbox where you receive and respond to emails. This Archive folder is located in the sidebar where all the other folders such as Inbox, Sent, Drafts, and other folders are located.
The Archive folder is provided by default in almost all email services. This is because all email service providers know that we have emails that are important and we need to address them now. For such emails, we have Inbox. While there are also some emails that we don’t need now such as receipts and other acknowledgment emails. Those emails need to be separated from the emails that are important at present. For such emails, we have Archive folder.
How to Archive Emails?
Now, as the email service provider doesn’t know which emails are important to us right now and which ones are not so important, all the emails we receive are put in the inbox. Archive folder is empty by default. We have to fill it manually by sorting out the emails. Archiving any email is a very easy process. You can do on the Gmail web or any Gmail app on any operating system. Here we explain how to archive an email in Gmail desktop, Gmail iOS, and Gmail Android.
How to Archive Emails in Gmail Desktop:
Select an email and click on the Archive button at the top of the email. You can archive multiple emails at once by selecting multiple emails and clicking on the Archive button. There is a keyboard shortcut too for archiving the emails. You can select one or more emails and press E on the keyboard to archive the email(s).
How to Archive Emails in Gmail iOS:
Select an email and click on the Archive button. You can simultaneously archive multiple messages by selecting multiple emails and then clicking on the Archive button.
How to Archive Emails in Gmail Android:
There is an option to archive/delete an email when you swipe left on the received email. To archive a message by swiping left, Go to Menu > Settings > General Settings > Gmail Default Actions. Here you will option to choose Archive instead of Delete.
To archive a single email manually, select an email and click on the Archive button. You can simultaneously archive multiple messages by selecting multiple emails and then clicking on the Archive button.
Features of Gmail Archive
Now that we have learned how to archive a Gmail account, it is important that we know what we actually achieve by archiving the not-so-important emails.
To start with, we should know that archiving emails is much better than deleting the emails. Just because you want to free up your Inbox, you should not delete your emails that you might need later.
Let’s know what happens to archived messages.
Archived messages aren’t automatically deleted
When you delete an email, it disappears from your Gmail forever after 30 days. On the other hand, archiving your email keeps your emails in the vault as long as you keep them there. They aren’t deleted automatically.
Archived messages consume your Gmail space
Since archived messages are part of your Gmail, they take their part from your total Gmail space. Only the deleted Gmail messages don’t take any space.
You can browse archived emails
Archived emails don’t have a dedicated folder in the Gmail. However, you can browse archived emails by selecting the All Mail section in the sidebar. All the emails including the ones that are archived are visible in the All Mail section.
Archived emails appear in the Gmail search results
When you search for an email in the Gmail, the results will include the emails present in the Archive. If you only want to search from the Inbox, you can type” in: inbox” in the search bar after the keyword. This will present search results only from the inbox section.
Status of the emails remains same when you archive it
This means that if you have kept the email unread, it will remain unread in the archive section. Moreover, if you have labeled the email, the label will remain intact with the archived email. When you select the label, the archived email will appear in the results. Archiving any email doesn’t change its status.
How to Restore Archived Emails in Gmail?
If you want to restore an archived email back to Gmail, the process is very easy. Go to the search bar and write some relevant keywords. If you have recently archived the message, you can go to All Mail section and look for the email you want to move to inbox. Select the email and click on ‘Move to Inbox’ button. This will put the message back to the inbox.
Gmail Archive is a great idea to de-clutter your inbox and save your less-important emails for later use in a safe vault. This not only frees up your inbox space but also provides a safe place for the emails that are not important now but may be of use at a later stage.