Quick setup checklist
Use archiving to keep Inbox focused—without losing history.
Step-by-Step Process
To archive one or more incoming messages:
- Go to Messages.
- Select the checkbox next to each message you want to archive.
- Click the Archive icon in the toolbar.
The selected messages are moved to the Archived folder.
[CAPTURE: Messages list with multiple messages selected and the Archive icon highlighted.]
Archived messages are stored in a dedicated folder:
- In Messages, click Archived in the left sidebar.
- Browse or search archived messages as needed.
[CAPTURE: Archived folder open showing archived incoming messages.]
- Only incoming messages can be archived.
- Outgoing messages are retained automatically to preserve delivery history.
- Archiving does not delete messages.
- Archived messages are still included in message exports.
[CAPTURE: Messages page showing Inbox, Handled, and Archived folders in the left sidebar.]
Archiving works best when your team treats it as a workflow step, for example:
- Archive messages that have been reviewed and don’t need follow-up.
- Keep Inbox for items needing attention.
- Use labels (optional) before archiving when you want reporting later.
Common Issues & Quick Fixes
Problem: I can’t archive outgoing messages.
Cause: Only incoming messages support archiving.
Fix: Outgoing messages are retained automatically and cannot be archived.
Problem: I can’t find a message after archiving.
Cause: The message has been moved out of Inbox or Handled.
Fix: Open the Archived folder and search by content or date.
Problem: Archived messages still appear in exports.
Expected behavior: Archiving does not exclude messages from exports.
Explanation: Archives are for organization, not removal.