Introduction

Outlook doesn't automatically archive email but once set up it will automatically move messages into a pst file.  These pst files can also be used to extract all data (calendar, email, contacts) from a mailbox to be imported into another one.

PST files are not recommended for permanent storage for old email as they are easily lost if they are on a computer's hard drive and Microsoft do not support (or recommend) that they be stored on a network drive and accessed from there.

Archive or backup/export all contents of a mailbox

Please follow this guide if you need to backup or export some or all of the content of your mailbox: https://support.microsoft.com/en-us/office/back-up-your-email-e5845b0b-1aeb-424f-924c-aa1c33b18833

To add an existing Archive file to Outlook

If you have a pst file that you want Outlook to link to, do the following.

1. Open up Outlook

2. Choose the File tab

3. Choose Open and Export and click Open Outlook Data File
   
   

4. Find the pst file, select it and click Open

5. Your PST will now appear in the left-nav bar in Outlook 
   
   

6. You can rename this file from Archive or Outlook data file by right clicking on it and selecting Data File Properties or Properties

7. Click on the Advanced button and in the Name field you can change the folder name. Type in the text that you want to see in the left navigation area of Outlook
   
   

8. Click OK and you should now see the appropriately named folder.