Short answer: To archive an email in Mail on a Mac, select it and click the Archive button in the toolbar, choose Message > Archive, or press Control-Command-A. Mail moves it to that account's Archive mailbox in the sidebar, where it stays searchable. To keep a copy outside Mail, select a mailbox and choose Mailbox > Export Mailbox, which saves it as an .mbox file.
The steps are for macOS 27 and also apply to macOS Tahoe 26, Sequoia 15 and Sonoma 14.
Archive vs. delete
| Archive | Delete | |
|---|---|---|
| Where it goes | The account's Archive mailbox | The Trash mailbox |
| Kept? | Yes, until you delete it | Erased later, depending on your Erase deleted messages setting |
| Searchable | Yes | Only until it's erased |
| Other devices | Yes, if the Archive mailbox is on the server | Removed everywhere once erased |
| Frees server storage | No | Yes, once erased |
Archiving is for mail you're done with but might need again. It clears the inbox, but the messages still count toward your account's storage. If you're running out of space, delete or export instead.
How to archive emails in Mac Mail
Select one or more messages, then use any of these:
- Click the Archive button in the Mail toolbar.
- Choose Message > Archive.
- Press Control-Command-A.
- Swipe left with two fingers on a message in the list, if Move discarded messages into is set to Archive (see below).
- Move the pointer over a Mail notification and click Archive, with the same setting.
If you select a conversation, Mail archives the messages from it that are in the current mailbox, for example the Inbox. Related messages in other mailboxes stay where they are.
To archive a lot of mail at once, select the messages (Command-A selects everything in the list, or search first and then select the results) and click Archive.
Make swipes and notifications archive instead of delete
- Choose Mail > Settings, then click Viewing.
- Set Move discarded messages into to Archive.
This decides what a left swipe does in the message list and whether Mail notifications offer Archive or Trash.
Where archived emails go
Each account has its own Archive mailbox. Mail creates it the first time you archive a message in that account, and it appears in the sidebar under the account. Click it to see everything you've archived there.
You can choose which server mailbox an account uses for archiving: choose Mail > Settings, click Accounts, select the account, click Mailbox Behaviors and pick a mailbox from the Archive Mailbox pop-up menu. Mail picks a sensible default, and Apple suggests checking with your provider before you change it. Because the Archive mailbox is on the server, archived mail also shows up on your iPhone, iPad and webmail.
Can't find a message you archived? Search for it with "Search all mailboxes" selected, or check the account's Archive mailbox rather than the unified inbox. Our Mac Mail search guide helps if search misses it.
How to unarchive an email
There's no Unarchive command. Open the Archive mailbox, select the message and drag it to the Inbox, or choose Message > Move to > Inbox.
Archive old emails automatically with rules
Rules can move mail to the Archive mailbox for you. Choose Mail > Settings, click Rules, then Add Rule. Set a condition (for example a sender, or Date received is greater than a number of days old) and the action Move Message to the account's Archive mailbox. Rules run on new mail as it arrives. To run one on mail you already have, select the messages and choose Message > Apply Rules.
Rules only run while Mail is open on your Mac. If you use iCloud Mail, iCloud Mail Cleanup on iCloud.com can also archive old transactions automatically on the server.
Archive emails on your Mac only (On My Mac)
If you want old mail off the server, for example to free up provider storage, move it to a local mailbox:
- Choose Mailbox > New Mailbox.
- Set Location to On My Mac, give it a name such as Archive 2025, and click OK.
- Drag messages into it.
Mailboxes in On My Mac exist only on that Mac. The messages leave the server, so they won't appear on your phone or webmail, and they're gone if the Mac fails. Back them up with Time Machine or export them, as below.
Export a mailbox as a backup
- Select one or more mailboxes in the sidebar.
- Choose Mailbox > Export Mailbox (or Control-click the mailbox and choose Export Mailbox).
- Pick or create a folder and click Choose.
Mail saves each mailbox as an .mbox package. Exporting again doesn't overwrite an earlier export; Mail creates a new file, such as My Mailbox 3.mbox. To bring mail back, choose File > Import Mailboxes. Imported messages land in a mailbox called Import. Many other email apps can read .mbox files too.
For single messages, choose File > Export as PDF, or File > Save As and pick Raw Message Source to save an .eml file.
Want an inbox that sorts itself?
Disclosure: we make Canary Mail. Archiving works best when the inbox is already sorted for you. Canary Mail is an email app for Mac, iPhone, iPad, Windows and Android that works with Gmail, Outlook, iCloud, Yahoo, Exchange and other IMAP accounts. The free plan covers unlimited accounts on 2 devices with AI inbox sorting, and the triage runs on your device. Tracker blocking is on by default, and your email isn't used to train AI. More than 2 million people use it, and Apple has featured it on the App Store and the Mac App Store.
Frequently asked questions
Where do archived emails go in Apple Mail?
To the Archive mailbox of the account the message belongs to. You'll find it in the Mail sidebar under that account.
How do I unarchive in Apple Mail?
Open the Archive mailbox, select the message and drag it back to the Inbox, or choose Message > Move to > Inbox.
Are archived emails kept forever?
They stay until you delete them, unless your provider deletes older mail on its servers. Archived mail still counts toward your storage quota.
What is the difference between archiving and deleting in Mail?
Archiving moves a message out of the inbox into the Archive mailbox and keeps it. Deleting sends it to the Trash, where it's erased later.
How do I archive emails on my Mac before deleting them from the server?
Export the mailbox with Mailbox > Export Mailbox, or move the messages to a mailbox in On My Mac. Both keep a copy on your Mac only, so back it up.
More Mac Mail guides
- How to sort messages in Mac Mail
- How to show full message headers in Mac Mail
- How to unsubscribe from emails in Mac Mail
- Junk mail settings in Mac Mail
- Find and manage archived emails in Gmail
- Smart Mailboxes in Mac Mail
Other Mac Mail fixes
- Mac Mail not opening or freezing
- Mac Mail keeps crashing
- Mac Mail not sending emails
- Messages stuck in the Outbox
- Mac Mail not receiving emails
- Mac Mail inbox not updating
- Mac Mail can't connect to the server
- "Unable to verify account name or password"
- Mac Mail not showing attachments
- Mac Mail not showing images
- Mac Mail search not working
Sources
- Apple Mail User Guide (macOS Sequoia): Archive emails
- Apple Mail User Guide (macOS 27): Change Viewing settings
- Apple Mail User Guide (macOS 27): Change Mailbox Behaviors settings
- Apple Mail User Guide (macOS 27): Keyboard shortcuts
- Apple Mail User Guide (macOS 27): Create or delete mailboxes
- Apple Mail User Guide (macOS 27): Import or export mailboxes
- Apple Mail User Guide (macOS 27): Delete emails and manage storage
- Apple Mail User Guide (macOS 27): Change Rules settings
- Apple: Automatically clean up your iCloud Mail inbox on iCloud.com