Have you ever come across the word archive when using SNS such as Gmail or Instagram?
“I think I somehow understand it as ‘preservation,’ but I can’t explain it specifically.”
“I don’t really know how to use it”
I think there are many people who say that.
In this article, we will explain the basic meaning and benefits of archiving, as well as the frequently heard “email archive” and “Internet archive.”
What is an archive?
What is the original meaning and origin of the word archive? We will introduce the basic meaning and types of archive, and the difference between it and words that are often confused with each other.
What does archive mean?
Archive is a word based on the English word “archive” that means storing or storing important records and documents.
Originally derived from the Latin word “archium,” it was used in ancient Roman times to mean “documents that are no longer used in daily life but are stored for later use, or a building that houses them.” Ta.
This has the same meaning as how it is used in the modern
IT
field, and can be said to be “organizing, storing, and managing important data that should not be deleted.”
Archive type
Archives are used to protect and safely manage data, and archives are used to compress files.
The former refers to the safe management and storage of data such as electronic documents for a long period of time. For example, archiving emails with business partners in case you need to review them in the future falls under the former category. The latter refers to saving data in a compressed file format like a ZIP file.
Difference between archive and backup
A word that is often confused with archive is “backup.” Although they have similar functions, there are differences in the purpose of use and the target data.
First of all, backup refers to saving a copy of data or programs on another hard disk, etc., in case of unexpected situations such as damage or loss. It can also refer to copied data or the program itself.
Archives are used to organize data that will not be used for the time being and store it for a long period of time, while backups are used to record the latest status and prepare for unexpected situations such as system failures. .
Also, while archiving normally targets only data, the difference is that backup targets not only data but also the OS and applications.
What are the benefits of archiving?
The advantage of using archives is that you can easily organize and store data. Proper use of its functions will lead to increased work efficiency.
Advantage 1: Can be stored for a long time
The first advantage is that data that is infrequently used can be stored for a long time. When communicating with business partners via email at work, a large amount of email can accumulate in your inbox if left unchecked, and you may accidentally delete or lose track of them. Some emails may be important that you may refer to later. If you move important emails to the archive folder so you can find them quickly, you can rest assured that the data will be stored safely and will not disappear over time. Archiving also keeps your inbox organized.
Benefit 2: Storage savings
The second advantage is that typical archives compress and store data, which saves storage space. Another advantage is that the data can be restored and used immediately if necessary.
For example, Google recently announced that it is working on an archive feature that can save up to 60% of Android storage. When your smartphone’s storage is running low, you can free up storage space by leaving only some of the apps you don’t use often, rather than deleting them. Also, if you want to use it again, you can install the latest version and resume using it while retaining your previous data.
See also:
Google launches new feature to archive Android apps to free up storage space (TECH+)
What is email archive?
I’ve given several examples of how it’s used in email, so I hope you’ve gotten a good idea of email archiving. Here, we will once again explain the basic functions and how to use them with typical email services such as Gmail and Outlook. Let’s actually master the archive function and make more use of it.
Email archiving features
Archiving emails means moving emails that you don’t need right away but want to keep from your inbox and saving them in a separate folder. Users can select which emails to archive. Archived emails will not be displayed in your inbox, but the data will remain, just the storage location has changed.
Difference between archive and mute
Mute is an email feature that is often confused with archiving. Mute is a feature that allows you to hide the email or replies to the email. Archived emails will be automatically returned to your inbox when you receive a reply. On the other hand, be careful when muting because even if you receive a reply, it will remain hidden.
Email service with archive function
Email services with archive functions include Gmail, Outlook, eM Client, and Thunderbird. This time, we will introduce the archiving functions of Gmail and Outlook.
How to use the archive function in Gmail
It is the most well-known and free email service that is widely used by businesses. It has a highly accurate spam filter, and features such as receiving attachments, managing multiple folders, and forwarding emails.
You can use the archive function in Gmail by following the steps below.
[1] For PC
1. Access Gmail on your PC.
2. Hover over the email.
3.Click on the archive icon (downward arrow inside a box) on the right side.
[2] For smartphones
1. Make sure you have downloaded the Gmail app.
2. Open the Gmail app.
3. Open the email (tap on the sender’s profile picture if you don’t want to leave your inbox).
4. Tap the archive icon (downward arrow inside a box).
*You can also archive the email by swiping left or right on the email in your inbox.
If you accidentally archive an email, tap “Undo” in the “Thread archived” notification displayed at the bottom of the screen to restore it.
If you want to see archived emails, you can check them in “All emails”. You’ll see all your emails, including those in your inbox and those you haven’t archived.
If you want to check only the archived emails in a list, open “All Mail” and click
-in:spam -in:trash -is:sent -in:drafts -in:inbox
You can check by typing and searching.
Reference:
Google Help
How to use the archive feature in Outlook
This is a paid email service operated by Microsoft. It is a standard Windows software and has excellent integration with Office apps sold by Microsoft.
Archive operations in Outlook are as simple as in Gmail.
You can archive emails by selecting the email you want to archive and clicking the archive icon. At this time, you can also archive the email by pressing the BackSpace key instead of the archive icon.
Archived emails can be viewed in the “Archives” folder. If you want to restore it, select the email in the archive folder and click Move ⇒ Inbox.
Reference:
Microsoft Support
About other archives
We will introduce archiving functions that are often used outside of the Internet Archive and email services.
About the Internet Archive
Internet Archive is the name of the nonprofit organization that operates the Wayback Machine. Founded in 1996 by Brewster Kahle.
Have you ever used the Internet and found that the site you wanted to visit had already been deleted? By using the service “Wayback Machine” provided by the Internet Archive, you can find out information about websites that were published in the past. “Wayback Machine” is a service that saves and archives information from a huge amount of pages published on the Web, and allows you to view it for free.
Other similar tools include “Stanford Web Archive Portal,” “Library of Congress,” and “Web Gyotaku.”
About Instagram’s archive function
Instagram, which has become a popular SNS for sharing photos and videos, also has an archive function. Archiving allows users to make specified posts private so that other users cannot view them. Feed posts, stories, and live feeds support archives.
If you delete a post, the data will be completely deleted after 30 days, but if you archive it, it will not be automatically deleted over time and can be saved.
About archive distribution
Archive distribution refers to making videos such as lectures, live distribution content, etc. available for viewing later. This refers to archiving recorded data such as live broadcasts and past lecture information on the Internet so that viewers can play it back at any time they like. This allows viewers to check the content later even if they were unable to participate on the day or wanted to watch it in the past.
summary
I have explained about archives, but what do you think?
There are a wide variety of services that have archive functions, such as Gmail, Outlook, and Instagram. If you can master these archive functions, it will help you organize miscellaneous data and reduce wasted time.
It is likely that we will hear the word archive more frequently in the future, and we hope that this knowledge will be of some use in those cases.