Online Archiving

Introduction

Online Archiving in Office 365 allows users to store emails that are no longer needed in their primary inbox but must be retained for compliance or future reference. This guide will walk you through the steps to enable and manage your online archive.

You do not have this feature by default. This is enabled for staff that have reached existing mailbox quotas upon request. If you feel that you need this feature, please open a ticket by emailing [e-mail].

Accessing the Archive Mailbox

Users can access their in-place archive via Outlook or Outlook on the web:

1. Outlook Windows:

   • Open Outlook
   • In the left-hand pane, you will see Online Archive - Your Email listed under your primary mailbox.
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   • Click on Archive to access archived emails.
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2. Outlook Mac:

   • Open Outlook
   • In the left-hand pane, you will see Online Archive listed under your primary mailbox.
   • Click on Online Archive to access archived emails.

3. Outlook on the Web (OWA):

   • Sign in to your Office 365 account.
   • Click on the App launcher (grid icon) and select Outlook.
   • In the left navigation pane, you will see the In-Place Archive - Your Name folder.
   • Click on it to view archived emails.

Moving Emails to the Archive

1. Manual Archive:

   • In Outlook Desktop:
     • Select the emails you wish to archive.
     • Right-click and choose Move Folder/Email > Other Folder > Online Archive.
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   • In Outlook on the Web:
     • Select the emails, click on the Move to button in the toolbar, and select In-Place Archive.
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2. Auto-Archive (Retention Policies):

   The options are below and you can select a single email or a whole folder, by right clicking 

   • After 1 year move to archive
   • After 5 years move to archive
   • Never move to archive

Searching in the Archive

1. Outlook Desktop:

   • Click on the Archive folder.
   • Use the search bar at the top to find specific emails.

2. Outlook on the Web:

   • Navigate to the Archive folder.
   • Use the search function to filter through archived emails.

Managing the Archive

• Increasing Storage: The archive mailbox can grow to a maximum size of 100 GB. Once this limit is reached, auto-expanding archiving can be activated, providing additional storage. (For this please reach out to Technology)
• Restoring Emails: If you need to move emails back to your primary inbox, simply select the emails in the Archive folder and use the Move to option to transfer them back.
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Frequently Asked Questions (FAQs)

1. How do I know if my archive is enabled?

   • Check your mailbox settings in the Outlook application and see if Online Archive - Your Email is displaying or contact the Tech Team.

2. Is the archive secure?

   • Yes, archived emails are stored securely in compliance with Office 365’s security protocols.