As everyone knows, Gmail is an easy-to-use webmail client currently used by 1.4 billion people worldwide. Gmail offers 15 GB of free online storage space for each account. this free storage is more than enough for normal users. In such a case, when organizations want more than 15GB, they can choose a monthly or yearly subscription plan. Unfortunately, it can be seen that people are using archive or trash folder to organize gmail account files. therefore it is very important to know what is the right way to preserve gmail emails. therefore, in this post, we will find out which method is better to copy emails from gmail i.e archive vs gmail junk.
why use file in gmail app?
People get very confused with the word data file or data backup. both convey the same meaning up to a certain limit, but they are not similar. In the digital realm, data backup means copying data to a folder that can be portable. and whenever there is a data loss event, a user can recover data from the backup file successfully.
In the case of the gmail archive, users can simply hide the emails from the inbox. all hidden emails are visible under the “all emails” label. On a simple note, archiving means importing emails from gmail inbox and storing them for future reference. In the archive method, users can retrieve the email at any time from the “all mail” folder. Furthermore, it helps users to manage email inbox smoothly. unfortunately it doesn’t clean any space because archive emails always stay in gmail account. Here are the steps to archive emails:
Step 1: First, you need to open your gmail account.
Step 2: Select the emails you want to archive.
Step 3: Click the file option shown on the screenshot.
Step 4: Once the email is archived, a message will appear.
gmail file method shortcomings
To understand the limitation of the archiving procedure, a real-life scenario is described below:
“I accidentally archived some of my emails. now i want all those emails back in my inbox folder. but when I open the “all mail” folder, I couldn’t find the emails. the all mail folder consists of hundreds of emails, including archive emails. it would not be able to recognize the file emails among those emails. are my emails have been lost forever in all mail folders.”
It was stated above that all archived emails are saved in all mail folders of the gmail account. however, gmail keeps all your emails and the labels folder in “all mail”. therefore it is very difficult for the user to search only the archive email among the various email labels. this error in the file method annoys the user the most. In addition, all the emails that are stored in the gmail account archive and occupy the storage space.
To overcome the consequences of the archive method, users can opt for the gmail backup tool. The expert considered this software to be the best way to backup gmail emails. furthermore, it stores all emails locally on the system. As a result, users can delete emails that have already been backed up by gmail backup software. this will result in free space in gmail account. Also, whenever users want to extract the emails from the backup file, it can be done easily.
trash bin function in gmail
If a user has most of the nonsense emails in a gmail account, you can delete them instead of archiving them. archive keep emails forever in “all mails” folder until deleted on purpose. but in the trash, the emails are automatically deleted after 30 days. Generally, this method is used to clean up some space in the account.
When users delete messages, it is automatically received in the trash folder where it takes up space. therefore, it is better to empty the trash to free up space. The whole process to delete or recover messages from trash is mentioned below.
how to send emails to trash in a gmail account
Step 1: Sign in to the google account by entering the credentials.
step 2: select the emails you want to delete and click the delete icon.
Step 1: A message will appear on the screen. If you want to cancel the deletion process, click the undo option.
limitations of gmail trash
after deletion, the deleted message is stored in the trash for 30 days. these emails occupy the gmail storage space for 30 days.
Users cannot recover any deleted messages when they are permanently deleted from Trash.
the verdict of observation
From the story above, Gmail’s Archive vs. Trash, it’s clear that both the Archive and Trash methods have their pros and cons. users can choose any method according to their requirements. well instead of choosing both options user can choose google takeout which helps to backup gmail emails and save them locally in multiple file formats. In addition, it gives the option to delete the mailbox downloaded from gmail.