Use Gmail archive to declutter your inbox

 

When you archive an email in Gmail, it's removed from your inbox but not deleted. Instead, the email is stored in the "All Mail" folder. This means you can easily find it later if needed. 

Why use Gmail archive?

1. Declutter your inbox. A messy inbox can be overwhelming. Archiving allows you to move less urgent emails out of sight but still accessible.
2. Keep important emails. By archiving emails instead of deleting them, you ensure they’re always available for future reference. 
3. Maintain Inbox Zero. Archiving email is essential to those who want to achieve Inbox Zero—a clean inbox where every email has been processed or filed appropriately.

How to archive email

1. From the inbox: Hover over the email you want to archive, and click the archive icon (a box with a downward arrow).
2. While viewing an email: Open the email and click the archive icon at the top.
3. Bulk archiving: Select multiple emails by checking the boxes next to them, then click the archive icon.

Tip: Use Gmail shortcuts to save time. Press E on your keyboard to quickly archive an email.

Finding Archived Emails

Since archived emails are moved to the "All Mail" folder, here’s how to find them:

• Use the Search Bar: Type keywords, the sender’s email, or any detail related to the email.
• Go to All Mail: Navigate to the All Mail folder. This folder contains all your emails except those in the Trash or Spam folders.

Tips for Using Gmail Archive

• Combine with Labels: Use labels to organize archived emails. 
• Use Filters: Automate the archiving process by creating filters. For example, emails from specific senders can skip the inbox and go straight to "All Mail."

Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu