Can I archive GMail in Outlook? Since it operates a separate PST, do I set up an archive schedule for that PST alone? Does bringing GMail into Outlook remove it from the Google GMail folder so I can then avoid space limits with GMail?
Chuck Billow
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Home » Forums » AskWoody support » Microsoft Office by version » Office 365 and Click-to-Run » Archiving GMail
Can I archive GMail in Outlook?
Yes
Since it operates a separate PST, do I set up an archive schedule for that PST alone?
Yes, but you don’t have to as the PST is saved to your PC and doesn’t have a size limitation; however, Outlook will open a lot slower once the PST gets over 30 GBs.
Does bringing GMail into Outlook remove it from the Google GMail folder so I can then avoid space limits with GMail?
No, the emails will stay on the Gmail server until you delete them from the server which is a multi step process. You can delete from the web page for Gmail or you can delete from within Outlook (with a few changes in Outlook). The attached PDF explains how to set up Outlook to delete emails from within Outlook. I download all emails from Gmail (and other mail servers) to a PST file stored on my PC and then delete all emails from Gmail (and other mail servers) so none of my emails are stored on the mail servers. BTW: You can set Outlook up to auto delete emails in the Spam folder.
Delete-Emails-from-the-Gmail-Server-from-within-Outlook
Let me know if you need more help.
HTH, Dana:))
I would only add as a reminder that PST’s are going away in the next version of Outlook. You can’t even open them at least at this point in time depending on how long you want to save these PST’s you might be going down to dead end. perhaps convert the PST into a standard OST when you’re inside of Outlook with them?
Another possible opportunity might be to set up a pop connection with the Google email. That way you could designate to delete from the server after downloading. I haven’t tried it, but I assume that would work since Google still supports POP.
I haven’t finished my 1st cup of morning coffee so take this with a grain of salt.
Another possible opportunity might be to set up a pop connection with the Google email. That way you could designate to delete from the server after downloading. I haven’t tried it, but I assume that would work since Google still supports POP.
I use a POP connection to Gmail in Thunderbird with the “Leave messages on the server” option unchecked for their pop.gmail.com server and can confirm my messages do get deleted from the server when downloaded to my PC.
I have the same settings as you, @n0ads , but my Inbox messages are automatically transferred to Gmail’s Trash folder on their server after I’ve retrieved them with T’Bird. I then go to Gmail’s site and delete them from the Trash, if I so choose.
I said “if I so choose” above because Google states on the Gmail site that items in the Trash (and, I think, Spam) are automatically deleted after having been in there for 30 days.
I would only add as a reminder that PST’s are going away in the next version of Outlook. You can’t even open them at least at this point in time depending on how long you want to save these PST’s you might be going down to dead end. perhaps convert the PST into a standard OST when you’re inside of Outlook with them?
There is a way in Outlook to export large numbers of emails into a single PDF file and save your emails in a format you will be able to access. For example: all the emails in a folder can become one PDF file with each email appearing as it originally displayed. You can save your emails in a format that is always readable on any system that can display PDF files. There is one big drawback to this: This can be done only for the emails and will not include any of the email’s attachments. There is software available (for a price) that claims to convert the PST to the PDF or other formats including all attachments. I don’t have that many emails with attachments and nearly all the attachments are already a PDF. I use a free PDF app to place the PDF attachment into the PDF email file at the page for the email it was an attachment with to complete my PDF of emails with attachments. Sounds labor intensive, but it really isn’t.
HTH, Dana:))
I would only add as a reminder that PST’s are going away in the next version of Outlook.
When this happens, an option is to switch away from using Outlook as an email client, except to look at old email. Some of our email accounts have already switched from Outlook to different email clients, in anticipation of the security and functionality failures with the new Outlook client.
For us, local email storage is a requirement and received GMail on the server is automatically deleted after 30 days, by using POP3. (IMAP works differently.)
We periodically archive GMail in Outlook, when the PST files grow too large. Of course, we have to backup all the PST files frequently too.
Each email folder in Outlook gets custom archive settings for how old the mail must be and which archive PST gets the archived email.
Windows 10 22H2 desktops & laptops on Dell, HP, ASUS; No servers, no domain.
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