How to Find Archived Emails in Gmail on Any Device

Posted by Isaac on January 27, 2021

How to find archived emails in Gmail
Isaac

Isaac
Content Marketer

Isaac is a content marketer, with experience working with global teams and business development. His background in ghostwriting, corporate training, and process engineering inform his data-driven but compelling storytelling approach.

Published on January 27, 2021

Is there an important email you just can’t seem to find? Do you want a simple guide that explains how to find archived emails in Gmail? Well, good news — that’s exactly what this post is about! Follow the steps outlined here to easily navigate your Gmail archive, no matter what device you have.

How to Find Archived Emails in Gmail on Your PC Mail App

If you are opening your Gmail account from your PC, there are two easy ways to find archived emails.

1. Using the All Mail folder

If you are just looking through your inbox, you’ll quickly notice that no archived emails appear there. That’s because, by default, they are hidden by Google. What you need to do to see archived emails is go into the All Mail folder. 

To do this:

  • Bring your cursor to the icons in the top left of the Gmail application screen.
  • When your cursor hovers over this area, the side menu will expand. 
  • With the side menu expanded, scroll down until you find the All Mail folder. 
  • Click this folder.

Where are archived emails in Gmail

 

If you are archiving dozens to hundreds of emails a day, this method won’t be ideal for you. Having to manually archive every important email (incoming and outgoing) will be both tedious and time-intensive. To avoid having to sift through hundreds of messages, use the following method instead.

2. Using the search bar

You can also find your archived emails in Gmail with the help of the search bar. For that, you can:

  • Input some of the important words from the email you are searching for into the search bar. Emails with those words will appear. The more keywords you write, the narrower the results will be.
    How to find archived emails with Gmail search
  • Type into the search bar “-in:Sent -in:Draft -in:Inbox” -has:nouserlabels”. Doing this will bring up a list of every email within the Sent, Drafts, and Inbox folders, as well as any outside of those folders. This effectively does the same thing as opening the All Mail folder, only in a more round-about way.

    How to find archived emails with search operators

Finding Archived Emails on Your Phone

Finding archived emails on a phone isn’t too different than on the PC Mail app. However, the interface will look a bit different.  

How to find archived emails in Gmail on Android

  • Open the Gmail app.
  • Click the hamburger menu to expand it.
  • Then, either select the All Mail label or use the search function to find what you’re looking for.

Where are archived emails on Gmail mobile

How to find archived emails in Gmail on iPhone

Although Gmail is not as popular among iPhone users, the app is still available in the Apple App Store. The process of finding archived emails is similar to that of an Android.

  • Open the Gmail app.
  • Click the hamburger menu to expand it.
  • Tap the All Mail label or use the search bar.

How to Unarchive Emails in Gmail

Moving archived items back into your Inbox is simple. 

  • Find the archived emails using the methods mentioned above.
  • Click the “Move to Inbox” icon.

How to unarchive emailsDoing this will lead to the selected emails reappearing in your Inbox. From now on, Google will treat them like it would any other email. This means you can re-archive them and repeat the process if you like at any time.

What’s the Difference between Deleting and Archiving Emails? 

Deleting an email sends it to your Trash folder. It will remain there for 30 days. After this period of time, it will be permanently deleted and can no longer be retrieved or viewed. 

Archiving an email only removes it from your Inbox. It will remain so indefinitely, but the action can be undone at any time.

How to delete archived emails in Gmail 

If at any point you feel like you no longer need the emails you have archived, you can delete them easily.

All you have to do is:

  • Find the archived email(s).
  • Click the “Delete” icon.

How to delete archived emails

Doing this will move the selected emails into the Trash folder. Just remember, after 30 days they will be gone forever without any way to get them back.

Why archive an email in the first place?

There are several reasons why you’d want to archive your emails. That’s because doing so:

  1. Provides a cleaner, more manageable inbox
  2. Ensures important data is never lost
  3. Makes important data easy and quick to access
  4. Helps your business stay compliant
  5. Protects your business from potential litigation

This is why, although dealing with emails may take up 28% of your productive time, managing them in an effective manner is still vital. See below how Mailbird can help you do just this.  

Can Archiving Emails Be Automated?

If you are receiving dozens to hundreds of emails a day, manually archiving them can quickly become a pain. A solution many businesses opt for is automation.

If you are using Mailbird, email archiving automation is easy.  

Simply:

1) Go to the Mailbird menu in the top left of the main window.

2) Select “Settings.”

3) Click the Composing tab

4) Check or un-check “Send & Archive: Show send & archive button.”

How to find archived emails on a PC with Mailbird

Doing so will ensure that all outgoing emails are automatically archived. Just adjust your setting in the Settings menu so you receive and archive outgoing emails automatically. This will save you plenty of time and allow you to easily archive all your important communications.

Conclusion

Finding archived emails in Gmail doesn’t have to be difficult. It doesn’t matter whether you are using the PC Mail app, the Android Gmail app, or the iPhone Gmail app — it all comes down to two main methods.

  1. Open the Gmail app > Find the All Mail folder in the top left corner of the screen > Click it
  2. Open the Gmail app > Click the search bar > enter relevant keywords that match the email you are trying to find/type in “-in:Sent -in:Draft -in:Inbox” -has:nouserlabels” to get a list of all your emails in every folder

If manually archiving and finding your emails works for you, great! However, if you are looking to automate your process, then Mailbird may come in handy. And moreover, it will save you time in several different ways, such as: 

  • Having a simple and user-friendly platform
  • Providing a unified inbox
  • Having it remind you to automatically follow up on important communications via a snooze feature
  • Being highly customizable
  • Robust integrations
  • Multi-language support
  • Free round-the-clock support

Use a solution like Mailbird to automate the task and streamline your day.

Do you know of any tricks to find archived emails in Gmail that we forgot to mention? If so, please don’t keep them to yourself — let us know in the comment section below.

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FAQS about How to Find Archived Emails in Gmail

Where do archived emails go in Gmail?

Nowhere. Gmail doesn’t technically have a dedicated archive folder. All archiving does to an email is hide it from your Inbox so it appears less cluttered.

Where is the archive in Gmail?

The Archive icon itself is in between the “Select” dropdown menu icon and the “Report as spam” icon near the top left corner of your screen.

How do I unarchive in Gmail?

Simply select the emails you wish to unarchive and then click the “Unarchive” icon.

How long do archived emails stay in Gmail?

Technically forever, or at least as long as you want them. Unlike deleting something, there is no time limit to change your mind. Archiving an email only hides it from your Inbox, but it will continue to exist and is viewable in the All Mail folder or by using the search bar.

Is Gmail archive the same as trash?

No, it is not. Placing an email in the trash moves it into the Trash folder, where it will sit for 30 days. It is then permanently deleted. Archiving something only hides it from your Inbox. Archived emails can still be accessed if you search for them or click the All Mail label.
How does the Gmail archive work?
Archiving an email in Gmail simply hides it from your Inbox so it appears cleaner. The action can be reversed at any time, unlike permanently deleting something.

How do I archive Gmail emails to my hard drive?

All of the correspondences of your Gmail account can be backed up to a hard drive by:
— Opening your Gmail account
— Clicking on My Account and then clicking “Personal info & privacy”
— Clicking “Control your content”
— Selecting “CREATE ARCHIVE”
— Choosing the delivery method you’d like


Isaac

Isaac
Content Marketer

Isaac is a content marketer, with experience working with global teams and business development. His background in ghostwriting, corporate training, and process engineering inform his data-driven but compelling storytelling approach.

Published on January 27, 2021

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