General/Technical Documentation
Intended Audience: Faculty, staff, students, alumni, and retirees in the OSU and A&M systems.
Purpose
This article explains what Exchange Online Archive is and what users can expect from their Online Archive mailbox.
General Information
Exchange Online Archiving provides an Online Archive mailbox, which is a secondary mailbox used to store older or infrequently used email messages.
- The OSU default archiving policy moves items older than 5 years to the Online Archive mailbox.
- When items are moved to the Online Archive mailbox, they retain the same folder structure they had in the primary mailbox.
- Users can move email messages to the Online Archive mailbox in several ways:
- Drag email messages from the primary mailbox into the Online Archive mailbox
- Drag email messages from .pst files into the Online Archive mailbox
- Import data from a .pst file using Outlook’s Import and Export Wizard
Notes
- The Archive button in Outlook moves items to a folder named Archive in the primary mailbox.
- It does not move items to the Online Archive mailbox and does not free up space in the primary mailbox.
- Archiving policies determine when items are automatically moved to the Online Archive mailbox. These policies can be configured per folder.
- Special folders such as Calendar, Notes, Drafts, and Tasks will inherit the policy set on the Root mailbox folder.
- Policies for Drafts and Notes, must be done via Outlook on the Web.
Appearance in Outlook
- The Online Archive mailbox appears as a separate mailbox in the Outlook folder list under your primary email account. The label may vary depending on the Outlook client
- Outlook Web app: In-Place Archive - Last, First
- New Outlook desktop app: Online Archive - Last, First
- Outlook Classic desktop app: Online Archive – account.name@okstate.edu