Introduction
You cannot have a clean inbox if you don't believe in inbox management. And trust me, the process doesn't have to be complicated. Gmail has a number of great features to help with email management and productivity. You can achieve a tidy inbox even by following a few of them.
Knowing how to use Gmail's email management features effectively is important to making the most of them. The Archive and Delete options are among the most useful Gmail features, but most email users don't know when to use which, thus not being able to reap their benefits. Users also have ambiguity around how the Archive feature works.
This article aims to clarify the difference between the Gmail archive and delete features. You'll learn how they work, their difference, and when to use archive vs. delete in Gmail.
What is Archive in Gmail?
The Gmail archive option cleans up your inbox without actually deleting emails. When you archive an email, Gmail removes it from the inbox and moves it to the "All mail" folder. This way, your inbox gets decluttered without losing important emails. The archived emails are still accessible via the "All mail" folder on the left side menu.
For a detailed guide on Gmail's archive feature, check out our article.
What is Delete in Gmail
As you may already know, the delete option in Gmail helps you remove emails from your account that you no longer need. Deleting old emails helps declutter your inbox and makes space for new emails.
When you delete an email, Gmail moves it to the Trash folder, where it stays for 30 days before being permanently deleted. During this period, you can recover the email if you change your mind.
Gmail Archive vs Delete
Sometimes, we can't decide whether to delete an email or simply have it skip the inbox, i.e., archive. To help you make a decision, we've outlined the differences in their functionality.
| Feature | Archive | Delete |
|---|---|---|
| Working | Removes the email from the inbox and keeps it in the "All mail" folder. | Moves the email to the Trash folder. |
| Location | Found in the "All mail" folder. | Temporarily kept in the Trash folder. |
| Duration | Emails remain archived unless a new reply is received or the user unarchives the email. | Emails remain in the Trash folder for 30 days unless recovered or manually deleted. |
| Retrieval | Can be unarchived anytime from the "All Mail" folder. | Can be restored within thirty days from the Trash folder. |
| Storage Space | Takes the same storage space. | Frees up storage space only after permanent deletion from the "Trash" folder. |
| Purpose | Ideal for emails that you don't need in your inbox but may need for future use/reference. | Best for emails that are no longer useful. |
When to Archive vs. Delete
Let's see when to choose archive vs delete.
Archive
Quick Recap: Archiving an email removes it from your inbox but doesn't delete it.
-
Keeping Record
When an email is no longer relevant, but you want to keep it for future reference. -
Organizing Without Deleting
When you want to declutter and organize your inbox without deleting emails you might need later.
Delete
Quick Recap: Deleting an email moves it to the Trash folder.
-
Unwanted / Spam email
Choose delete over archive for unwanted and spam emails and for old emails you no longer need to keep in your inbox. -
Drafts
Delete any outdated drafts that you never sent to free up space. -
Running Out of Space
Choose the delete option if you're running out of storage space.
Note: If you're running out of space but can't delete important emails, back up your data or upgrade your Google Storage.
Conclusion
When decluttering your inbox, one question that comes to mind is whether to archive or delete emails. To make a decision, you need to understand how each option works. The delete option is pretty self-explanatory—it removes the email from your inbox. On the other hand, the archive option removes the email from your inbox but doesn't delete it. You can still access it anytime.
So, the decision really comes down to this: if you're sure you won't need the email in the future, delete it. If you don't need it now but might need it later, it's best to archive it. Now you know how to use the archive vs delete Gmail features effectively. Good luck on your email management journey!
