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How to Archive Zimbra Emails in Minutes? Easy Methods

  Amit Patra
Written By Amit Patra
Anuraag Singh
Approved By Anuraag Singh  
Modified On April 14th, 2026
Reading Time 5 Minutes Reading

Overview: Are you also here to archive Zimbra emails? Then, don’t worry! In this tutorial, you will get all of this information right here. You will cover the sections like why to archive, ways to do it manually and also the professional way to get the best results.

If you are a Zimbra user, and your mailbox gets full. Then, it is very important how you manage your emails. Having an excess amount of emails can down your system and storage space. It leads users to find it difficult to find important messages. So, here the best way of dealing is to archive your emails.  It allows you to get old and important emails back to your inbox and keep them safely with you.

If you have TGZ files, you can also migrate Zimbra to MSG format for different use..

Table of Contents Hide

Why Archive Zimbra Emails?

There are reasons why archiving your emails is important. So, let’s read the below points:

  • Zimbra mailboxes are limited in terms of storage space
  • Therefore it is better to archive old emails
  • Removing old emails will create more space and you can receive new emails
  • Works faster and loads more smoothly
  • It is like a safe option when it comes to take a backup from any kind of data loss
  • Your inbox appears clean and organized
  • Helps in keeping records for legal or audit purposes

Manual Steps to Archive Zimbra Emails

You can try some of the given methods to archive your emails manually.

#1. Export Zimbra Mailbox

Exporting a mailbox as a TGZ file is one of the easy ways to archive emails in Zimbra.

  1. First, log into your Zimbra account
  2. Search for Preferences mode
  3. Click on Import/Export option
  4. Go for Export
  5. You can choose like emails, contacts, whichever you wish to export
  6. Now, click on Export button, and then download a TGZ file

Limitations:

  • Provides less filtering option
  • Fail to download large mailboxes
  • You have to import the file again for reading mails
  • Not ideal for archiving emails on a regular basis

#2. Move Zimbra Emails Using Email Client (IMAP Based Method)

  1. Starting with, connect your Zimbra Account to Outlook or Thunderbird
  2. Next, make a new local folder in that particular email client
  3. Select the emails you want
  4. Drag them into the local folder to save it in your system

Limitations:

  • If you have so much emails, then the process will take longer
  • Your emails may be lost while syncing
  • Setup is hard for beginners
  • There is no option to filter or select specific data

#3. Print Zimbra Emails in PDF Format

You can save your important mails as PDF manually. Just follow the below steps:

  1. Log in to your Zimbra account
  2. Tap on the email that you want to save
  3. Click on the Print option
  4. Choose Save as PDF and not printer option
  5. You can also edit, if you want to
  6. Click Save and select a location where you want to store on your PC

Drawbacks:

  • You cannot do it for multiple emails
  • Chances of losing folder structure
  • Metadata will also be changed

Limitations of Using Manual Approach

Manual methods can help you for a few files, but not large ones.

  • Not good large Data
  • No email filters
  • It’s a very time consuming
  • Chances of mistakes are high
  • Email format & structure might change
  • Do not use for professional purpose

Smart Way to Archive Zimbra Emails in Bulk

There are always some issues with the manual ways when users try to archive Zimbra emails. Like, they fail to load large files, cannot select any particular emails, and slow down your process. They also change the structure of the emails which makes it harder for users to read. So, you can use SysTools Zimbra Converter Software. It allows you to archive emails fast and efficiently in an organized way.

Download Now Purchase Now

Key Features:

  • Import Zimbra emails to many formats like PDF, MSG, EML
  • You can filter by date, sender, folder to archive data which you want
  • Maintain folder structure and email format
  • Archive emails in Bulk with zero data loss
  • Works with Zimbra desktop & web client
  • No file size limitation

Software Steps to Archive Zimbra Emails in Various Formats

1. Download and install the software on your computer.

run zimbra to eml tool

2. Upload a single file or an entire folder by clicking Add File.

select add files or folders

3. Click on the Browse option and select your TGZ files.

import zimbra tgz file

4. You can preview your emails before the actual conversion.

preview the data

5. Decide whether to export only selected items or all of the data.

select export option to import zimbra emails to thunderbird

6. For now, we have chosen MSG as your output option.

select MSF

7. Then, click Export to archive Zimbra emails efficiently in order to use further.

select PST

End Note

You can archive Zimbra emails in order to make your mailbox clean, and perform faster. For small tasks, you can use manual methods but they are no good for large or regular use. They can be time-consuming too. If you want an easy way to save your emails, then opt for our professional solution. It is a time saving method , while keeping your data secure and easy to access.