Indeed’s an editorial team consists of a diverse and talented team of writers, researchers, and subject matter experts armed with Indeed’s data and insights to provide useful tips to guide your career journey.
Email inboxes can quickly become cluttered with the many emails we receive each day. In Gmail, the Archive folder is a safe place where you can save messages and important attachments without cluttering up your inbox. When you want to access them later, simply retrieve the email from the archive.
In this article, we explain emails archived in Gmail, how to retrieve them, and offer tips for using Gmail archives effectively.
What are archived emails in Gmail?
Archived emails in Gmail are messages that the recipient has marked to go into the service’s archive folder. The archive tag stores the email in the same folder as other messages, rather than deleting them or leaving them in the inbox. You can access archived emails by clicking the “All Mail” icon and searching for the desired message using sender details, delivery date, or subject line.
People with crowded inboxes find the archive option useful because they can save old or unnecessary emails instead of deleting them or leaving them under another label. You can search and access archived messages quickly and easily. Gmail also gives users the option to archive emails as they arrive to free up storage space. Archived emails remain in the archived folders where you can store them indefinitely. Once you archive your emails, they are moved to the Gmail server under the “All Mail” label for future retrieval.
Why archive emails in Gmail?
Email archiving allows Gmail users to declutter their inboxes without deleting important messages. Archiving messages is good email management because it helps organize your inbox and separates the messages you need right now from those that may be useful at some point. For example, you’ve just finished a project and want to rid your inbox of hundreds of related emails. You can archive these emails to free up space in your inbox. It is better to save these types of messages than to delete them because you may need to refer to them in the future.
How to retrieve archived emails in Gmail
Emails remain in the archives until you delete them, move them to your inbox, or receive a reply. When someone replies to a saved email, it automatically appears in your inbox. If you want to retrieve your saved emails in Gmail, follow these steps:
1. Log into your Gmail account
Sign in to your account using your Gmail email address and password. You can access your account through a browser on your desktop computer or through the Gmail app on your smartphone or another device. After logging in to Gmail, look for the menu on the left side of the screen that shows the email labels.
2. Navigate the Gmail dashboard
First, find the “All Mail” folder to access your archived messages. On a desktop computer, the “All Mail” folder is on the left side of the dashboard. If the “All Mail” icon isn’t immediately visible, click the “More” tab at the bottom of the menu to reveal more options. When you see the “All Mail” label, click it to see all your Gmail messages, including those in the archive and trash. Archived emails are not in your inbox but are still stored in your Gmail account.
3. Search for archived emails within “All Mail“
To find archived emails, click the “All Mail” label and scroll through the messages until you find the email you want. Alternatively, you can search for the message using Gmail’s search bar. Narrow your search by typing the sender’s email address or by using the arrows on the right side of the search bar to broaden your search. You can enter details such as:
Date sent or received
Keywords in the message
Whether the message has an attachment
If you don’t know these details, click the search bar, type a word or two that you know appears in the email you want, and click “Enter.” The more words you enter, the fewer results you get. Start with as few words as possible and expand to narrow down the results. Gmail usually displays all messages that contain the words you typed.
If you’re accessing your email through the Gmail app, it lists messages by date received and search results, with the most recent emails at the top of the list. Instead of scrolling through hundreds of messages to find archived messages, click the “All Mail” tab, and search for archived emails in that folder.
4. Move the archived email to your inbox
To remove an email from the archives, click the “Move to Inbox” option at the top of the dashboard. You can now access the email message in your inbox. To retrieve an archived email that you found on the Gmail app, click the “Archive” tag to remove the label. Open the archived message and click on the “Move to Inbox” option to move the archived message to the inbox.
How to delete archived messages in Gmail
If you no longer need an archived email, you can delete it permanently by following these steps.
- Click Archive or Delete settings on your browser or device.
- Tap the menu at the top left, and go to “General Settings”.
- Click on the “Delete” or “Archive” option.
- Click the drop-down, and confirm that you want to delete the email message.
- Click “OK” to permanently delete the message.
Both saved and deleted messages disappear from your inbox. The difference is that an archived email is moved to the archive or “All Mail” folder, while a deleted message is moved to the “Trash” folder. When managing your email inbox, you can choose to delete or archive emails you don’t need, depending on whether you want to access the messages in the future. Another option is to mute the email. Muting removes the message from the inbox permanently, even if it receives a reply, without deleting it.