Archiving is a feature in Mail that allows you to save your emails onto your Mac’s hard drive, so you can archive emails you no longer need if you don’t want to delete them. There are several ways to move messages into an archive.
If you would like to archive your messages by content (project, subject, sender name, size, etc.), you can place your messages in content-specific folders and archive the folders manually. This method takes more time than automatic archiving (see below), but it gives you more control over what/when items get archived.
- Click the plus [+] button on the bottom left-hand corner of your screen
- Select New Mailbox
- From the drop-down menu next to Location, chose the On My Mac option, then enter in a name for the mailbox – for example: "Archived Email" (see below). You can create as many archiving folders as you need
- Drag emails from your Inbox into the newly-created archive folder. Once your emails are in this folder, they will no longer be on the server but will be permanently saved to your computer hard disk
If you would rather archive your messages by date, you can get Mail to move email older than a specified time to an archive location/local folder on your computer automatically.
- Follow the steps above to create an Archive folder on your Mac
- Click on Mail > Preferences... > Rules and then click on the Add Rules button
- Set up the following rule to archive email older than 180 days, or you can adjust the days if you'd like (see below) then click OK
- Click on the Apply button to run the rule on your Inbox. (If you have a lot of email, this may take a few minutes)