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How to Archive Gmail Emails? The Complete Guide

Published By Mohit Jha
Nimisha Ramesh
Approved By Nimisha Ramesh
Published On November 18th, 2023
Reading Time 6 Minutes Reading

If you are searching for a method to manage your server space by archiving Gmail emails, then you are in the right place. Archive Gmail emails are a method to remove unwanted and old emails from Gmail’s inbox but an accessible condition. So, this is the best method to clean up your Gmail account inbox without deleting emails.

In this write-up, we will explain to you every possible detail like what archives Gmail emails, and how can you keep Gmail to free up space.

What Happens When We Archive an Email?

If anyone wants to clean and maintain their inbox, then you have 2 options. Deleting and archiving unwanted and old emails.

Deleting Emails: After deleting emails, they will be moved to the Trash folder, where they will remain for 30 days. After 30 days, it will be permanently deleted.

Archiving Gmail Emails: This Means only moving from Inbox to another folder, which is accessible.

The second option is the best way, you can easily move your emails from your inbox to another folder, which is known as the archive folder.

When somebody archives Gmail emails, it means your emails are moved safely from your inbox to another safe folder. But when somebody replies to an email, that is archived. Then the email will again show in the inbox of Gmail.

Methods to Archive Gmail Emails to Free Up Space – Desktop

Follow the steps to archive emails in a Gmail account using a desktop web browser.

  1. Open your Gmail account.
  2. Move the mouse on the required email that you want to archive.
  3. And then, choose the “archive” (A box with a down arrow) option, and your Gmail email will be archived successfully.

How to Archive Gmail Emails in Bulk?

In your Gmail account, select the all emails that you want to archive and then click on the “Archive” button from the top row.

Do Archiving Gmail Emails help Free up Space?

In your Gmail account, select the all emails that you want to archive and then click on the “Archive” button from the top row.

No, archiving Gmail emails is not free up space in the account. Also, if you have limited emails in the inbox, that you want to archive then this is the best method.

But if you have no space in your Gmail account and you are thinking that archiving Gmail emails will free up your space. Then the answer is no.

As we mentioned above archiving emails, is just moving your wanted emails from your inbox to another safe folder.

If your emails are important to you but also take up a lot of space. Then take a backup of them and delete them. You can save your emails in EML and MBOX format or print them as PDFs.

But these methods have some limitations like, users can not create EML files in bulk, and creating MBOX files will take a lot of time. Also, there is no advanced filter option for specific emails.

So, take the help of an expert solution, one such advanced solution is mentioned below.

The Best Tool to Archive Gmail Emails to Free Up Space

Free Gmail Backup Tool is one of the best and most highly advanced solutions. This is the best choice to take a backup of your data because it provides various saving options like file formats and cloud-based web clients, which are not provided by other brands.

It takes less time to archive emails from Gmail, and also it provides amazing and advanced features and filters. Some of them are mentioned below:

  • Provides various options to export Gmail data into PST, PDF, MBOX, EML, DOC, CSV, etc.
  • The tool provides a “Delete After Download” option, which helps users automatically delete emails after successfully saving data from their Google account.
  • Allow users to save emails with attachments with complete information.
  • Also, allow taking backup from single or multiple Gmail accounts.
  • Users can easily save complete data including emails, contacts, calendars, etc.
  • Easily take backup of data in bulk without any file size limitations.
  • Allow users to export emails from any folder: Inbox, Sent, Draft, Bin, Spam, and other created labels.

Working Steps to Archive Gmail Emails

Follow the steps to archive emails with attachments from any Gmail account.

  1. Download and run the software on your machine.Tool to Archive Gmail Emails
  2. Enter the login details of the Gmail account: Email Address and App Password.Login
  3. Now select a file format from the saving option and select the category which data you want to save.Archive Gmail Data into Required File Format
  4. Select the required location as per your choice and apply the required filters like Delete After Download, Apply Filters, Incremental Backup, etc.Location to Save Archive Gmail Emails
  5. Lastly, click on the “Export” option to start the process and to take backup and archive gmail emails. Start Gmail Emails Archiving Process

And successfully your data will be saved in the selected format at the selected location. If you select the “Delete After Download” option during the process, then your emails will successfully be deleted from your Gmail account. If not then go and delete them manually.

Summing Up

Above we mentioned the complete and step-by-step guide to archive Gmail emails to free up space from Google accounts using free manual methods. Manually archiving emails is easy, but it doesn’t free up space. If you want to keep emails accessible but not in your Gmail account, then save data using the mentioned solution and then delete them. Hope you will find the article helpful.


Q1. What happens when we archive an email from Gmail?

It simply removes the mail from your inbox and moves it to the All Mail area. If required you can access those archived emails again.

Q2. How does this tool help to archive Gmail emails?

This software helps to take the backup of the emails that are not required but can be accessed later. This can be used to back up different categories and provides multiple file format options to export them

Q3. How many emails can I archive using this tool?

There is no such limit on this, you can take backup and archive as many emails from different Gmail accounts.



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