How to Manually Archive Email in Outlook 2016
Whether or not you have AutoArchive enabled in Outlook, you can archive items manually--a good way to clear out your inbox while still saving messages in case you need them later. Follow these steps to do this in Outlook 2016:
1. Go to File > Info.
2. Click Cleanup Tools next to Mailbox Cleanup and select Archive…
3. Choose the folder you want to archive. Outlook will save that folder and all the subfolders beneath it. If you choose "Outlook" (the highest level folder), all of the items in Outlook will be moved to a new data file.
4. Select your archive options, such as item date. You can change how old emails (or other items) have to be before they get archived and also choose or create a different .pst file.
5. Click OK and Outlook will start archiving your mail and other items, depending on the folder you selected.
You can archive mail in Outlook whenever you want and move the archive .pst file to a different drive to save space. When you want to access those old emails again, just open the .pst file.