How to Use Outlook AutoArchive Aging Policy Per Folder Instead of Global

Outlook AutoArchive moves old items from your mailbox to a separate PST file or deletes them automatically. By default, Outlook applies a single global aging policy to all folders. This means all folders use the same age threshold, such as archiving items older than six months. You may want different retention times for different folders, such as keeping Sent Items for three months but archiving the Inbox after one year. This article explains how to set a custom AutoArchive aging policy on individual folders, overriding the global setting.

Understanding AutoArchive Global vs Per-Folder Policies

Outlook AutoArchive has two levels of configuration. The global policy applies to all folders in the mailbox unless a folder has its own policy. The global policy is set in File > Options > Advanced > AutoArchive Settings. It defines the default age, archive file location, and whether items are deleted or moved. When a folder has a custom policy, Outlook uses that folder’s settings instead of the global ones. The custom policy can set a different age, action, or archive file. This is useful for folders that contain time-sensitive items, such as project folders or temporary correspondence.

Per-folder policies are stored in the folder’s Properties dialog. You can set a different archive age for each folder. The global policy remains active for all other folders that do not have a custom setting. If you want only specific folders to archive on their own schedule, leave the global policy enabled. If you want every folder to have its own rule, disable the global policy entirely.

Steps to Set a Per-Folder AutoArchive Policy in Outlook

Before you begin, decide whether you want the global policy to remain active. If you disable the global policy, only folders with a custom policy will archive. If you keep the global policy enabled, folders without a custom policy will follow the global rules.

1. Open the folder Properties
   Right-click the folder you want to configure in the Outlook navigation pane. Select Properties from the context menu.
2. Go to the AutoArchive tab
   In the Properties dialog, click the AutoArchive tab. This tab is available for mail, calendar, tasks, notes, and journal folders.
3. Choose the per-folder policy option
   Select the radio button labeled Archive this folder using these settings. This action overrides the global policy for this folder only.
4. Set the archive age
   In the Clean out items older than field, enter the number of months, days, or weeks. The minimum value is 1 day; the maximum is 999 months. Use the dropdown to select the unit.
5. Choose the archive action
   Select Move old items to default archive folder to move items to the default PST file. Or select Move old items to a specific archive folder to choose a different PST file. Select Permanently delete old items to delete them without archiving.
6. Apply the setting
   Click OK to save the per-folder policy. Outlook applies this rule on the next automatic archive cycle or when you manually run AutoArchive.

Disabling the Global AutoArchive Policy

If you want full control over each folder, disable the global policy. This prevents Outlook from applying a default archive rule to folders without a custom policy.

1. Open AutoArchive Settings
   Go to File > Options > Advanced. Under the AutoArchive section, click AutoArchive Settings.
2. Turn off the global policy
   Uncheck the box labeled Run AutoArchive every N days. This disables the automatic global archive schedule.
3. Confirm the change
   Click OK twice to close both dialog boxes. Folders without a custom policy will no longer archive automatically.

Manually Running AutoArchive for a Single Folder

You can force Outlook to archive a specific folder immediately. This is useful for testing the per-folder policy or archiving time-sensitive items before the next automatic cycle.

1. Select the folder
   Click the folder in the navigation pane to select it.
2. Run AutoArchive
   Go to File > Info > Tools. Click Clean Up Old Items. Outlook runs the AutoArchive process on the selected folder and all subfolders that have a custom policy.

Common Mistakes and Limitations with Per-Folder AutoArchive

Per-folder policy does not apply to subfolders

When you set a custom policy on a parent folder, subfolders do not inherit that policy. Each subfolder must have its own custom policy or will fall back to the global policy. To apply the same policy to multiple subfolders, configure each one individually.

Calendar folders require special handling

Outlook archives calendar items older than the specified age. However, recurring appointments and meetings are archived only after the last occurrence. If you set a very short age, some recurring items may not archive until all occurrences pass.

Archive file location cannot be changed per folder in some versions

In Outlook 2016 and earlier, the per-folder policy does not allow you to choose a different archive PST file. The option is grayed out. In Outlook for Microsoft 365 and Outlook 2019, you can select a custom archive file per folder. If the option is unavailable, all folders archive to the default PST file.

Items in the Deleted Items folder are not archived

Outlook does not archive items in the Deleted Items folder regardless of the policy. To remove old deleted items, use the AutoArchive setting to permanently delete items older than a specified age. This setting is available in the per-folder policy for the Deleted Items folder.

Item	Global AutoArchive Policy	Per-Folder AutoArchive Policy
Scope	Applies to all folders without a custom policy	Applies only to the selected folder
Age setting	Set in File > Options > Advanced > AutoArchive Settings	Set in Folder Properties > AutoArchive tab
Archive file	Uses the default PST file or a custom file set in global settings	Can use the default PST or a custom PST in Outlook 2019 and later
Action	Move or delete as defined globally	Move or delete as defined per folder
Subfolders	Applies to all subfolders that do not have a custom policy	Does not apply to subfolders
Override	Can be overridden by any per-folder policy	Overrides the global policy for that folder

You can now set different archive ages for different folders in Outlook. Start by configuring the most time-sensitive folders, such as your Inbox and Sent Items. For advanced control, disable the global policy and set a custom policy on every folder you want to archive. Use the Run AutoArchive Now button to test each per-folder policy immediately after configuration.