12/22/2023 0 Comments Office 365 email archive![]() ![]() Users can copy messages back and forth from the primary and archive folder. And if there are sub-folders under such folders, each sub-folder needs to be searched separately. If they have multiple such storage segments that have been added over time, then each of those needs to be searched separately. When a user is searching for emails, if some of their folders (or portions of their folders) have moved to the auto-expanding archive, they need to search those folders separately. Once this is in place, when that archive folder reaches a 90% threshold, Office 365 automatically adds in additional space in the form of another archive folder. But the administrator can choose to enable “auto-expanding archiving”. The archive size isn’t unlimited by default- it is set to 100GB at the start. Once this is done, the archive shows up as if it were a separate folder in the user’s view within Outlook or Outlook on the web. How Office 365 Archive worksįirst off, archiving is turned OFF by default and has to be turned ON by the administrator – for each mailbox individually. It is important to understand how archiving with Office 365 works. In reality, they have a mailbox that can be set to a maximum of 100GB, and an unlimited amount of space for archive email. On the Advanced tab, under AutoArchive, click AutoArchive Settings.Ĭlear the Run AutoArchive every n days check box.Office 365 email archiving may be adequate for basic use cases – but can get overwhelmed pretty quickly.Ĭustomers with Microsoft Office 365 E3 licenses and above are essentially led to believe they have an unlimited mailbox size. If you want to archive only manually, you must turn off AutoArchive. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only. Select the Include items with “Do not AutoArchive” checked check box to include any items that might be individually marked to be excluded from automatic archiving. The destination file location appears in the Archive file box. Browse to find the file that you want, or enter the file name, then click OK. If you do not want to use the default file or location, under Archive file, click Browse to specify a new file or location. Any subfolder of the folder you select is included in this manual archive. To manually archive Outlook items, do the following:Ĭlick the Archive this folder and all subfolders option, and then click the folder that you want to archive. Manual archiving provides flexibility, and allows you to specify exactly which folders are included in the archive, and which archive Outlook Data File (.pst) is used. You can also manually back up and archive items, in addition to AutoArchive or as a replacement. To learn more about AutoArchive, see Use AutoArchive to back up or delete items. Upgrade to Microsoft 365 to work anywhere from any device and continue to receive support.īy default, older Outlook items archived automatically on a regular interval. Important: Office 2010 is no longer supported. ![]() Uncheck the Run AutoArchive every n days box. Under AutoArchive, click AutoArchive Settings. To archive only when you want, turn off AutoArchive. This option doesn't remove that exclusion from these items, but instead ignores the Do not AutoArchive setting for this archive only. For example, you may want to keep items in your Sent folder longer than items in your Inbox folder.Ĭheck the Include items with “Do not AutoArchive” checked box to archive individual items that are excluded from automatic archiving. ![]() pst files if you want to archive some folders using different settings. Under Archive items older than, enter a date. Check with your system administrator for more information.Ĭlick the Archive this folder and all subfolders option, and choose the folder you want to archive. It's also possible that your organization has a mail retention policy that overrides AutoArchive. ![]() Tip: Archive and AutoArchive might not be available if your mail profile connects to an Exchange Server. ![]()
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