{"id":6413,"date":"2026-10-12T13:03:22","date_gmt":"2026-10-12T11:03:22","guid":{"rendered":"https:\/\/eu.klytic.com\/archive-messages\/"},"modified":"2026-10-12T13:33:44","modified_gmt":"2026-10-12T11:33:44","slug":"archive-messages","status":"publish","type":"page","link":"https:\/\/eu.klytic.com\/en\/archive-messages\/","title":{"rendered":"Archiving messages in Klytic Mail"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-page\" data-elementor-id=\"6413\" class=\"elementor elementor-6413 elementor-6283\" data-elementor-post-type=\"page\">\n\t\t\t\t<div class=\"elementor-element elementor-element-cea9385 e-con-full kly-g e-flex e-con e-parent\" data-id=\"cea9385\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t<div class=\"elementor-element elementor-element-a2a58db e-con-full kly-g-hero e-flex e-con e-parent\" data-id=\"a2a58db\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t<div class=\"elementor-element elementor-element-3f5f8d4 e-con-full kly-g-hero-in e-flex e-con e-parent\" data-id=\"3f5f8d4\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-8354b3c elementor-widget elementor-widget-text-editor\" data-id=\"8354b3c\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<p class=\"kly-g-crumb\"><a href=\"\/en\/\">Home<\/a><span>\u203a<\/span><a href=\"\/en\/guides\/\">Guides<\/a><span>\u203a<\/span><a href=\"\/en\/guides\/business-email\/\">Email<\/a><\/p><p class=\"kly-g-pill\" style=\"--pill:#60a5fa\">Email \u00b7 Use Klytic Mail<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5a6cd16 elementor-widget elementor-widget-heading\" data-id=\"5a6cd16\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"heading.default\">\n\t\t\t\t\t<h1 class=\"elementor-heading-title elementor-size-default\">Archiving messages in Klytic Mail<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-1e1b886 elementor-widget elementor-widget-text-editor\" data-id=\"1e1b886\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<p class=\"kly-g-lead\">In Klytic Mail, \u201carchiving\u201d covers three different actions: filing a message in a folder, recovering a deleted message from the dumpster folder, and retaining messages over the long term with legal archiving, available as an option. Only the last one meets a retention obligation. It is scoped with Klytic, as part of a quote, and must be decided while the accounts are still under control.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-2a0a454 elementor-widget elementor-widget-text-editor\" data-id=\"2a0a454\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<p class=\"kly-g-meta\"><span>Updated <b>October 2026<\/b><\/span><span><b>4 min<\/b><\/span><span>How-to Klytic Mail<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-b35537e e-con-full kly-g-body e-flex e-con e-parent\" data-id=\"b35537e\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t<div class=\"elementor-element elementor-element-5f7a5f8 e-con-full kly-g-article e-flex e-con e-parent\" data-id=\"5f7a5f8\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-e39d76c elementor-widget elementor-widget-text-editor\" data-id=\"e39d76c\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>Three actions teams confuse<\/h2><div class='kly-table'><table><thead><tr><th>Action<\/th><th>Who<\/th><th>Duration<\/th><th>What it is for<\/th><th>What it does not do<\/th><\/tr><\/thead><tbody><tr><td>Filing in a folder<\/td><td>The user<\/td><td>As long as the user keeps the message<\/td><td>Organizing, finding<\/td><td>Protecting against deletion<\/td><\/tr><tr><td>Dumpster folder<\/td><td>The user<\/td><td>Short<\/td><td>Recovering a message deleted by mistake<\/td><td>Retaining over time<\/td><\/tr><tr><td>Legal archiving (option)<\/td><td>Scoped with Klytic<\/td><td>As scoped in the quote<\/td><td>Retaining messages so they can be produced<\/td><td>Replacing the recovery backup<\/td><\/tr><\/tbody><\/table><\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9ace0aa elementor-widget elementor-widget-text-editor\" data-id=\"9ace0aa\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>Filing: organizing the mailbox<\/h2><p>A message filed in a \u201cClients 2025\u201d folder stays in the mailbox. It counts toward the mailbox\u2019s storage space, 5 GB in Standard, 15 GB in Pro, expandable on request. It can be found through search, moved, and deleted by the user.<\/p><ul><li>File by client, by matter or by year, with folders and filters that automatically sort incoming mail.<\/li><li>For a team, prefer a shared mailbox or shared folders to copies scattered across each mailbox.<\/li><li>Avoid Outlook local archives. Outlook\u2019s archiving feature moves messages into a file on the computer: they leave the server, and therefore the Klytic backups. If the computer is lost, so are they.<\/li><\/ul><p>If a mailbox is nearing its limit, increase the space or switch the mailbox to Pro rather than moving the history onto a computer.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-b1d0890 elementor-widget elementor-widget-text-editor\" data-id=\"b1d0890\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>The dumpster folder: recovering, not retaining<\/h2><p>A deleted message, even after the trash has been emptied, goes through the dumpster folder. Users can find it there themselves for a limited time and put it back in a folder. It is a safety net against handling errors, not a place for retention. The steps are described in <a href='\/en\/restore-message-or-mailbox\/'>restoring a message or a mailbox<\/a>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-d619654 elementor-widget elementor-widget-text-editor\" data-id=\"d619654\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>Legal archiving: an option to be scoped<\/h2><p>Legal archiving is available as an option for the Standard and Pro plans. It is not a button each user turns on: it is a service set up with Klytic, to retain messages separately so that they can be produced, with an evidential value that depends on the scope defined in the quote.<\/p><p>Before requesting it, prepare answers to these questions:<\/p><ol><li><strong>Scope.<\/strong> All mailboxes, certain functions (management, accounting, purchasing), or certain shared mailboxes?<\/li><li><strong>Duration.<\/strong> How long to retain, and for what reason: legal obligation, contract, risk of litigation?<\/li><li><strong>Access.<\/strong> Who will be able to search the archives and extract a message: management, legal, an auditor?<\/li><li><strong>History.<\/strong> Should messages already in the mailboxes be brought in, or only those arriving after setup? Ask Klytic this question explicitly.<\/li><li><strong>Exit.<\/strong> In what form are the archives returned at the end of the contract?<\/li><\/ol><p>Fine-tuning is done with Klytic, at the quote stage.<\/p><p><strong>Example.<\/strong> A 40-person engineering firm (hypothetical case) must be able to produce, in the event of a dispute over a project, its exchanges with clients and subcontractors. It requests legal archiving for the project managers\u2019 mailboxes and for the shared projects@ mailbox, restricts archive search to management, and sets the duration with its legal advisor. The other mailboxes stay on the 30-day backup and the dumpster folder.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-de00861 elementor-widget elementor-widget-text-editor\" data-id=\"de00861\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>What archiving does not replace<\/h2><ul><li><strong>The recovery backup.<\/strong> Klytic backups, hourly and kept for 30 days, are used to return a mailbox or a message to a past state. Archiving is not for that, and vice versa. See <a href='\/en\/restore-message-or-mailbox\/'>restoring a message or a mailbox<\/a>.<\/li><li><strong>A retention policy.<\/strong> Deciding how long to keep what is a matter for a written company rule, not an email setting. The method is the same as for documents: <a href='\/en\/document-retention-archiving\/'>retaining and archiving documents<\/a>.<\/li><li><strong>Extra storage space.<\/strong> Legal archiving is not a way to empty a full mailbox.<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-f1099dc elementor-widget elementor-widget-text-editor\" data-id=\"f1099dc\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>When an employee leaves<\/h2><p>If the mailbox of a departing person must be retained, archiving is decided while the account is still under control: before deleting the mailbox, before turning it into an alias, and within the 30-day backup window if messages have been erased. The full procedure is in <a href='\/en\/departing-employee-mailbox\/'>the mailbox of a departing employee<\/a>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-581a843 elementor-widget elementor-widget-text-editor\" data-id=\"581a843\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>Frequently asked questions<\/h2><h3>Is legal archiving included in Klytic Mail?<\/h3><p>No, it is an option, available in both Standard and Pro. Details of the offering are on the <a href='\/en\/klytic-mail\/'>Klytic Mail<\/a> page.<\/p><h3>How long should emails be kept?<\/h3><p>There is no single period. It depends on the nature of the messages and your obligations. See <a href='\/en\/document-retention-archiving\/'>retaining and archiving documents<\/a>.<\/p><h3>Can a user delete a message filed in a folder?<\/h3><p>Yes. Filing is not retaining. Only legal archiving, depending on how it is scoped, protects messages from deletion.<\/p><h3>Can the 30-day backup serve as an archive?<\/h3><p>No. It is for going back in time. The reason is explained in <a href='\/en\/email-backup-continuity\/'>backup, deletion and continuity<\/a>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-af05504 e-con-full kly-g-aside e-flex e-con e-parent\" data-id=\"af05504\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-21532d9 elementor-widget elementor-widget-html\" data-id=\"21532d9\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"html.default\">\n\t\t\t\t\t<nav class=\"kly-g-toc\" aria-label=\"On this page\"><p>On this page<\/p><ol><\/ol><\/nav>\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-011897a elementor-widget elementor-widget-text-editor\" data-id=\"011897a\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<div class=\"kly-g-cta\"><h3>Scope legal archiving<\/h3><p>Scope, duration, access, bringing in history: a Klytic advisor prepares the quote for the option with you.<\/p><p><a class=\"kly-g-btn\" href=\"\/en\/contact\/\">Request a quote \u2192<\/a><\/p><p style=\"margin:0\"><a class=\"kly-g-btn ghost\" href=\"\/en\/klytic-mail\/\">The Klytic Mail offering<\/a><\/p><\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-e8aa5c7 e-con-full kly-g-related e-flex e-con e-parent\" data-id=\"e8aa5c7\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-febe898 elementor-widget elementor-widget-text-editor\" data-id=\"febe898\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<h2>Further reading<\/h2><div class=\"kly-g-grid\"><a class=\"kly-g-card\" href=\"\/en\/departing-employee-mailbox\/\" style=\"--cat:#2563eb\"><span class=\"c\">Use \u00b7 Email<\/span><span class=\"t\">Keeping the mailbox of a departing employee<\/span><span class=\"q\">Keep the mailbox open or close it, remove sign-in and devices, give the successor access without a password: the Klytic Mail procedure.<\/span><span class=\"m\"><span>4 min read<\/span><b>Read \u2192<\/b><\/span><\/a><a class=\"kly-g-card\" href=\"\/en\/email-backup-continuity\/\" style=\"--cat:#2563eb\"><span class=\"c\">Understand \u00b7 Email<\/span><span class=\"t\">Email backup, deletion and server outages<\/span><span class=\"q\">Trash, backup and platform failover do not cover the same accidents. What a backup brings back, and what an RTO and an RPO promise.<\/span><span class=\"m\"><span>6 min read<\/span><b>Read \u2192<\/b><\/span><\/a><a class=\"kly-g-card\" href=\"\/en\/document-retention-archiving\/\" style=\"--cat:#0d9488\"><span class=\"c\">Understand \u00b7 Documents &amp; document management<\/span><span class=\"t\">Retaining important documents and deciding on an archiving policy<\/span><span class=\"q\">The retention period comes from obligations and use, not disk space. What an archiving policy sets out, and the periods required by law in France.<\/span><span class=\"m\"><span>7 min read<\/span><b>Read \u2192<\/b><\/span><\/a><\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-539316dd e-con e-atomic-element e-div-block-base e-default-div e-c9fd865-4a50 \" data-id=\"539316dd\" data-element_type=\"e-div-block\" data-e-type=\"e-div-block\" data-interaction-id=\"539316dd\" data-e-type=\"e-div-block\" data-id=\"539316dd\">\n    <div class=\"elementor-element elementor-element-4f79afcb e-con e-atomic-element e-div-block-base e-default-div e-4fa9fe-ce86 \" data-id=\"4f79afcb\" data-element_type=\"e-div-block\" data-e-type=\"e-div-block\" data-interaction-id=\"4f79afcb\" data-e-type=\"e-div-block\" data-id=\"4f79afcb\">\n    \t\t\t<p class=\"e-4dcf5c70-2ec7 e-paragraph-base e-default-p\" data-interaction-id=\"330a7a35\" data-e-type=\"widget\" data-id=\"330a7a35\">Welcome offer<\/p>\n\t\t\t\t\t<h2 data-interaction-id=\"56f1f7d5\" class=\"e-347faa43-4e20 e-heading-base e-default-h2\" data-e-type=\"widget\" data-id=\"56f1f7d5\">30-day free trial, assisted migration<\/h2>\n\t\t\t\t\t<p class=\"e-7f6310da-1caa e-paragraph-base e-default-p\" data-interaction-id=\"2ce27288\" data-e-type=\"widget\" data-id=\"2ce27288\">No-commitment trial offer. An advisor will call you back to understand your needs and prepare your Klytic space.<\/p>\n\t\t<div class=\"elementor-element elementor-element-35ea29a1 e-con e-atomic-element e-div-block-base e-default-div e-1cd48b22-e6da \" data-id=\"35ea29a1\" data-element_type=\"e-div-block\" data-e-type=\"e-div-block\" data-interaction-id=\"35ea29a1\" data-e-type=\"e-div-block\" data-id=\"35ea29a1\">\n    \t\t\t<a href=\"https:\/\/eu.klytic.com\/en\/30-day-free-trial\/\" target=\"_self\" class=\"e-4a7886e3-652d e-button-base e-default-a\" data-interaction-id=\"19bfa8f1\" data-e-type=\"widget\" data-id=\"19bfa8f1\">\n\t\ud83d\ude80 Start free trial\n<\/a>\n\t\t\t\t\t<a href=\"https:\/\/eu.klytic.com\/en\/pricing\/\" target=\"_self\" class=\"e-137e863d-dd0d e-button-base e-default-a\" data-interaction-id=\"326d82ab\" data-e-type=\"widget\" data-id=\"326d82ab\">\n\tSee pricing\n<\/a>\n\t\t\n<\/div>\n\n<\/div>\n\n<\/div>\n\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"elementor_header_footer","meta":{"_seopress_titles_title":"Archiving messages in Klytic Mail | Klytic","_seopress_titles_desc":"Folders, dumpster folder or optional legal archiving: what each action retains in Klytic Mail, who sets it up, and what it does not replace.","_seopress_robots_index":"","_seopress_robots_follow":"","_seopress_robots_imageindex":"","_seopress_robots_snippet":"","_seopress_robots_primary_cat":"","_seopress_robots_breadcrumbs":"","_seopress_robots_freeze_modified_date":"","_seopress_robots_custom_modified_date":"","_seopress_robots_canonical":"","_seopress_social_fb_title":"Archiving messages in Klytic Mail | Klytic","_seopress_social_fb_desc":"Folders, dumpster folder or optional legal archiving: what each action retains in Klytic Mail, who sets it up, and what it does not replace.","_seopress_social_fb_img":"","_seopress_social_fb_img_attachment_id":0,"_seopress_social_fb_img_width":0,"_seopress_social_fb_img_height":0,"_seopress_social_twitter_title":"Archiving messages in Klytic Mail | Klytic","_seopress_social_twitter_desc":"Folders, dumpster folder or optional legal archiving: what each action retains in Klytic Mail, who sets it up, and what it does not replace.","_seopress_social_twitter_img":"","_seopress_social_twitter_img_attachment_id":0,"_seopress_social_twitter_img_width":0,"_seopress_social_twitter_img_height":0,"_seopress_redirections_value":"","_seopress_redirections_enabled":"","_seopress_redirections_enabled_regex":"","_seopress_redirections_logged_status":"","_seopress_redirections_param":"","_seopress_redirections_type":0,"_seopress_analysis_target_kw":"","_seopress_news_disabled":"","_seopress_video_disabled":"","_seopress_video":[],"_seopress_pro_schemas_manual":[],"_seopress_pro_rich_snippets_disable_all":"","_seopress_pro_rich_snippets_disable":[],"_seopress_pro_schemas":[],"footnotes":""},"class_list":["post-6413","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/pages\/6413","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/comments?post=6413"}],"version-history":[{"count":0,"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/pages\/6413\/revisions"}],"wp:attachment":[{"href":"https:\/\/eu.klytic.com\/en\/wp-json\/wp\/v2\/media?parent=6413"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}