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Archiving may mean simply moving email out of the Inbox into storage, but in this article we focus on a storage option that does not count against the mailbox quota, yet is readily available via all supported connections to a mailbox.
Contents
- What is a Mailbox Archive
- Why might I need one
- What changes with a Mailbox Archive
An Archive folder in a mailbox has the convenience of remaining in the email system and is thus available with Outlook Web App, but moving email there does not reduce the overall Mailbox size. Enabling an Auto-Archive file to store email using the Mailbox Cleanup tool reduces the mailbox size, but does so by creating a file that is no longer part of the Exchange email system - thus has increased risk of data loss and is not available in Outlook Web App. A Mailbox Archive combines the best of both of the above. Once enabled by an email administrator it has automated rules for moving older email into a secondary storage container in the Exchange email system. All of your email is accessible with Outlook AND Outlook Web App alike.
If you have received any messages indicating your mailbox is full or getting full, or others are reporting problems sending email to you for similar reasons, it is time to consider this now. There are also Mailbox Cleanup steps you may consider, but deleting important email should not be an option on the table. Please open a helpdesk ticket if you have questions.
Once enabled, you will either see a sub-folder listed as "Online Archive" or a top-level heading for "In-Place Archive - lastname, firstname" depending on your email client. Within you will find the same folders as in your mailbox - those folders will contain the older messages that have been automatically moved.
Your standard search of email in your mailbox may not readily find the older messages that have not been moved. Pointers for this may be coming soon...
Auto-archive timing:
You may change the archive settings for folders in your mailbox, should you have a folder with large messages that you don't access often or another folder that you do access frequently. The instructions for this follow.
macOS Outlook app:
Right-click (or ctrl-click) on a folder >> Assign policy >> Archive policy >> change from "Use parent folder policy" according to needs
Windows Outlook app:
Right-click on a folder >> Properties >> Policy >> Online Archive >> change from "Use parent folder policy" according to needs