Step 1 » From the File menu, select Info, then click Account Settings.
Step 2 » Select the Data Files tab and click the Add button.
Step 3 » Create a new file called Email Archive. Click OK to save this file to your computer (we chose the My Documents folder).
Step 4 » Your new Outlook data file should now be listed on the Data Files tab. Click Close to return to your inbox.
Step 5 » Right-click on the new Email Archive data file and choose New Folder to create an archive folder (i.e. Invisible Ink).
Step 6 » Once your new archive folder has been created, drag & drop any emails you no longer need to keep on the server to the new Email Archive folder.
Step 7 » Select your new archive folder to make sure the message(s) were successfully removed from the server and placed into the local archive folder.