On other note the latest version of Outlook for Mac now has one click archiving which is not as good as a single keypress but definitely an improvement! – Fred Clausen Mar 13 '16 at 23:02. To make this work on Outlook 16.36 (2020) - I needed to make sure that the shortcut matches exactly with what's displayed in the Move menu item. 1 day ago  Create Auto-Archive Rule From the Email. The Outlook Rules function is only available for Outlook Mac, Windows, and Web. You can't access the Rules function on mobile. Manually archive email messages, contacts, and other items to an Outlook for Mac Data File (.olm) to easily reduce your inbox size. You can save an.olm file to any location on your Mac or on a different machine for safekeeping. Archiving emails in Outlook for Mac creates copies of your email account from the server and stores them on your local computer. Please note that Outlook for Mac saves the Archive file as an (.olm) file that can only be read on a Mac. Any information from your email account that you archive must be stored on your local hard drive and should not be stored on any cloud storage platforms. A.pst file is the data file used by Outlook for Windows to archive your email messages, contacts, calendar items, tasks, and notes. Import the.pst file in order to transfer messages from a Windows-based computer to Outlook 2016 for Mac or Outlook 2019 for Mac.

Archiving emails in Outlook for Mac creates copies of your email account from the server and stores them on your local computer.

Please note that Outlook for Mac saves the Archive file as an (.olm) file that can only be read on a Mac. Any information from your email account that you archive must be stored on your local hard drive and should not be stored on any cloud storage platforms. Storing .olm files on the cloud causes them to become unstable and significantly increases the risk of the archive file becoming corrupted.

How to Archive Emails in Outlook for Mac

1. From your desktop, click on Go located in the top toolbar and select Applications.
   
2. Scroll down in the Applications folder until you see the Microsoft Outlook icon. Double click to launch Microsoft Outlook.
   
3. Click on the Tools tab at the top of the Outlook window and select Export.
   
4. You will see the Export to Archive File (.olm) window. Select the items you wish to archive and then click on Continue.
   
5. You can now name the archive in the Save As: field and choose where the file will be saved in the Where: field. Once you have set those fields, click on the Save button.
   
6. Once the progress bars for each of the selected items is complete, you will see the message Your data has been exported. Click on the Finish button.
   
7. Navigate to the folder where the archive is saved to verify that the process has been completed correctly.
   

This article will explain how to archive Mailbox data locally in Outlook for Mac 2016

Outlook 2016 for Mac

To create Archive archive folder choose one or more messages that you would like to archive > chose Archive on the ribbon. As soon as you choose Archive, you will get a prompt The 'Archive' folder for 'Microsoft' does not exist > to proceed click Continue button. The Archive folder will be automatically created.

Location Of Outlook Archive File Mac

To set up archiving rule

Outlook For Mac 2011 Archive

1. In Outlook 2011 or 2016 for Mac, go to Tools > Rules.
   • Alternatively, go to Rules from the ribbon and select Edit rules:
     
     
2. Select Exchange on the left pane menu and click on ‘+’ to add a new rule:
3. Give the rule a name and specify the conditions using drop-down lists as follows:
   • If all conditions are met: Selected.
   • When a new message arrives: Date Received | is greater than | enter any number | days old.
   • Do the following: Move Message | any folder on your computer.
   • Do not apply other rules to messages that meet these conditions: Enabling this option is up to you and depends on your other rules.
   • Enabled: Checked.
4. Click OK to save the rule.
5. Apply the rule by clicking on the source folder, then Rules > Apply > Name of the rule.
   
6. To export the data from Archive folder navigate to File > Export. On dialog window choose types of items that should be included in the archive file. Click Continue.
   
7. On next dialog window type the name of the archive file and select the location on your computer, where the file should be stored. You may add the tags optionally. Click Save.
   Note: When you run this rule for the first time, archiving may take a lot of time to complete depending on your mailbox size.
8. After the task completed you will find the .olm file with your mailbox items saved on the computer.
   
9. Confirm that items are in the file. Navigate to File > Import > Outlook for Mac archive file > choose the file. File will be displayed in the list of folders. If all items are in place, you may empty the Archive folder.