Removing the archive folder from Outlook requires adjusting your mailbox settings. If you are searching for how to delete archive folder in outlook, you likely want to clean up your folder list or remove old data. This guide walks you through every method, from simple steps to advanced fixes.
Outlook’s archive folder can become cluttered or redundant. Many users find it confusing because it behaves differently than regular folders. You cannot just right-click and delete it like other folders. Instead, you need to modify your account settings or use specific tools.
We cover all Outlook versions, including 2016, 2019, 2021, and Microsoft 365. The steps are similar for Windows and Mac, but we highlight differences. By the end, you will know exactly how to remove that archive folder permanently.
Why The Archive Folder Exists
Outlook creates an archive folder automatically when you use the AutoArchive feature. This feature moves old emails to a separate PST file. The folder appears in your folder pane as “Archive” or “Online Archive.”
Some users never use AutoArchive but still see the folder. Others want to delete it because it takes up space or causes confusion. The folder is linked to a separate data file, so deleting it requires removing that file.
If you delete the archive folder incorrectly, you might lose emails. Always back up important data before making changes. We show you safe methods only.
How To Delete Archive Folder In Outlook
This is the main method for removing the archive folder. It works for most Outlook versions. Follow these steps carefully.
Step 1: Close Outlook Completely
Before making changes, close Outlook. This prevents file locks that could cause errors. Check your system tray for Outlook icons and close them too.
If you have multiple profiles, close all Outlook windows. You can reopen Outlook after the folder is removed.
Step 2: Locate The Archive PST File
The archive folder is stored in a PST file. You need to find this file on your computer. The default location is:
- Windows: C:\Users\[YourUsername]\AppData\Local\Microsoft\Outlook
- Mac: ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data
If you cannot find it, search for “archive.pst” or “archive.ost” in File Explorer. The file name might include your email address or “archive” alone.
Step 3: Remove The Archive File From Outlook Profile
Now you need to disconnect the file from Outlook. Open Outlook again. Go to File > Account Settings > Account Settings. Click the Data Files tab.
You will see a list of data files. Look for “Archive” or “Online Archive.” Select it and click Remove. Confirm the removal. This does not delete the file, just removes it from Outlook.
After removal, the archive folder disappears from your folder list. If you want to delete the file permanently, proceed to the next step.
Step 4: Delete The PST File Manually
Close Outlook again. Navigate to the PST file location from Step 2. Right-click the archive.pst file and select Delete. Send it to Recycle Bin.
Empty the Recycle Bin to free up space. If you ever need the archived emails, you can restore the file from backup. Otherwise, the folder is gone for good.
Alternative Methods For Different Outlook Versions
Not all Outlook versions work the same way. Here are specific instructions for common versions.
Outlook 2016 And 2019
These versions follow the same steps as above. The Data Files tab is in Account Settings. If you use an Exchange account, the archive might be an online archive. In that case, you cannot delete the folder directly. You must disable the online archive from your Exchange admin center.
For online archives, contact your IT administrator. They can remove the archive mailbox from your account. Once disabled, the folder disappears from Outlook.
Outlook For Microsoft 365
Microsoft 365 users often have an online archive. This is different from a local PST archive. To remove it, go to File > Info > Tools > Mailbox Cleanup. Look for archive options.
If you see “Online Archive” in your folder list, right-click it. Choose “Close” or “Remove.” This hides it temporarily. To delete it permanently, you need admin help.
For local archives in Microsoft 365, use the Data Files method. The steps are identical to Outlook 2019.
Outlook For Mac
Mac users have a different process. Open Outlook and go to Tools > Accounts. Select your account and click the “Delegation and Archive” tab. Look for archive settings.
Uncheck the box for “Enable archive.” This removes the archive folder from the folder list. To delete the actual archive file, go to the Finder location mentioned earlier. Delete the archive.olm file.
Note that Mac uses OLM files instead of PST. The process is similar but the file extension differs.
What If The Archive Folder Won’t Delete?
Sometimes the archive folder refuses to disappear. This happens due to permissions, file locks, or corrupted profiles. Here are common fixes.
Fix 1: Close Outlook And Restart
A simple restart often solves file lock issues. Close Outlook completely. Open Task Manager (Ctrl+Shift+Esc) and end any Outlook processes. Then try the removal steps again.
If the folder still appears, restart your computer. This clears all temporary locks.
Fix 2: Use The Mail Applet In Control Panel
Windows has a Mail applet that manages Outlook profiles. Open Control Panel and search for “Mail.” Click “Show Profiles.” Select your profile and click “Properties.”
Go to Data Files. Find the archive file and remove it. This bypasses Outlook’s interface. After removal, the folder should vanish.
Fix 3: Create A New Outlook Profile
If the archive folder is stubborn, create a new profile. Go to Control Panel > Mail > Show Profiles. Click Add and name it. Set it as default.
Open Outlook with the new profile. The archive folder will not appear. You can then delete the old profile. This is a nuclear option but works.
Fix 4: Repair Outlook Data Files
Corrupted PST files can cause ghost folders. Use the Inbox Repair Tool (scanpst.exe). Find it in C:\Program Files\Microsoft Office\root\Office16. Run it and select your archive PST file.
Let it repair the file. Then try removing it again. This often resolves hidden folder issues.
How To Prevent The Archive Folder From Returning
After deleting the archive folder, you want it to stay gone. Here is how to prevent Outlook from recreating it.
Disable AutoArchive
AutoArchive creates new archive folders automatically. Go to File > Options > Advanced. Under AutoArchive, click “AutoArchive Settings.” Uncheck “Run AutoArchive every N days.”
Also uncheck “Archive or delete old items.” This stops Outlook from creating new archive files. Existing archives remain unless you delete them.
Turn Off Online Archive
For Exchange accounts, disable online archive. This requires admin access. If you are an admin, go to Exchange Admin Center. Under recipients, select the user. Click “Mailbox” and disable the archive.
Once disabled, the online archive folder disappears. It will not return unless re-enabled.
Clean Up Old Rules
Some users have rules that move emails to archive folders. Check File > Manage Rules & Alerts. Delete any rules that reference the archive folder. Otherwise, new emails might trigger archive creation.
Also check Quick Steps. Remove any that use the archive folder. This prevents accidental recreation.
What Happens To Archived Emails After Deletion?
When you delete the archive folder, the emails inside are also deleted. Unless you have a backup, they are gone forever. Always export or copy important emails first.
To save emails, open the archive folder. Select all emails (Ctrl+A). Drag them to your Inbox or another folder. This copies them. Then delete the archive folder safely.
Alternatively, export the archive PST file to a backup location. Use File > Open & Export > Import/Export. Choose “Export to a file.” Select PST and save it. This preserves your emails.
After deletion, you cannot recover the emails from Outlook. Check your Recycle Bin or use recovery software if needed. But prevention is better.
Common Mistakes When Deleting Archive Folder
Users often make errors that cause data loss or frustration. Avoid these pitfalls.
- Deleting the PST file while Outlook is open: This corrupts the file. Always close Outlook first.
- Removing the wrong data file: Double-check the file name. Do not delete your primary mailbox PST.
- Ignoring online archives: Online archives require admin removal. Local methods do not work.
- Not backing up emails: Once deleted, they are gone. Export first.
- Using third-party tools without caution: Some tools can damage your Outlook profile.
If you make a mistake, restore from backup. If no backup exists, try recovery software. But it is easier to be careful.
Frequently Asked Questions
Here are common questions about deleting archive folders in Outlook.
Can I delete the archive folder without losing emails?
Yes, if you move the emails to another folder first. Open the archive folder, select all emails, and drag them to your Inbox. Then delete the archive folder. The emails remain in your Inbox.
Why is the archive folder grayed out?
A grayed out archive folder usually indicates an online archive. You cannot delete it from Outlook. Contact your IT admin to disable the online archive from the server.
Does deleting the archive folder free up space?
Yes, deleting the PST file frees up disk space. The archive file can be several gigabytes. Removing it reclaims that space. However, emails in the archive are also deleted.
How do I delete the archive folder in Outlook 365?
For local archives, use the Data Files method. For online archives, go to File > Info > Tools > Mailbox Cleanup. If that does not work, ask your admin to disable the archive mailbox.
What if I cannot find the archive PST file?
Search for “*.pst” in File Explorer. Look in the default Outlook folder. If you still cannot find it, the archive might be online. Check your folder list for “Online Archive.”
Final Tips For Managing Outlook Folders
Deleting the archive folder is just one part of Outlook organization. Keep your folder list clean by regularly archiving manually. Use rules to sort emails automatically.
If you need to keep old emails but hide the archive folder, consider moving them to a subfolder. Create a folder called “Old Emails” under your Inbox. This avoids the separate archive file.
For large mailboxes, use the built-in cleanup tools. Go to File > Info > Tools > Mailbox Cleanup. This helps manage size without creating extra folders.
Remember that the archive folder is not evil. It helps some users. But if you prefer a simpler folder structure, now you know how to remove it.
We hope this guide on how to delete archive folder in outlook was helpful. Follow the steps carefully, back up your data, and enjoy a cleaner Outlook experience.