To implement email Archiving for Microsoft Outlook when using a Windows device, you can utilize either the Online version or the Microsoft Outlook app (part of the Microsoft Office software suite), to enable email archiving. With Microsoft Outlook Online, any folder can be archived. In contrast, on a macOS device, you need to set up your folders online. This is necessary because the option to archive does not appear for all folders, even though they can be archived.
Folders can be set up to archive messages that are between 1 and 5 years old. The archiving process is run in the background periodically on the Exchange Online servers so the files will moved automatically. There can be a 1 to 2 day delay before the messages are moved to the archive for the first time. Please note that the process will mirror the directory structure of your mailbox so all messages will appear in the same directory from which they were moved. Additionally, any subfolders within the selected folder will adhere to the archiving policy, unless you uncheck the "Use parent folder policy" option for the specific subfolder you wish to exclude from archiving.
While the email archive folder(s) are visible on mobile devices, you cannot make changes to the folders on mobile devices. For further information, refer to the Microsoft Outlook knowledge base article.
Outlook - Assigning the Policy to a Folder Online or Microsoft Outlook on PC
- In the list of folders on the left side of the Outlook window, right-click on the folder (or click on the three dots) that you would like to archive.
- Choose Assign Policy.
- Choose between 1-5 years to archive.
- To view the archived emails, browse to the corresponding folder(s) in Outlook.
Outlook - Location of the Archived Folder(s) - Mac
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Microsoft NEW and CLASSIC OUTLOOK on MacOS - Location of the Archived Folder(s)
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Whether you are using Microsoft Outlook for Mac Legacy version or the New Version, when you archive folders, the folder will display under Online Archive under your server.
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Microsoft Outlook - Online Location of the Archived Folder(s)
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| When using Microsoft Outlook's web version, located at https://outlook.msstate.edu, the archived folder will display as Online Archive under your server. |
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Microsoft Outlook Classic for Windows
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| When you are using Microsoft Outlook for Windows Legacy version, your Archive Folder(s) will display under Online Archive, separate from your Inbox. |
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Microsoft Outlook NEW for Windows
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| When you are using Microsoft Outlook New for Windows version, your Archive Folder(s) will display under Online Archive within your Inbox. |
Note: The Archive folder in Microsoft Outlook is one of the default folders, like Sent Items and Deleted Items. It can be used for basic email organization but does not provide additional storage space. In contrast, the Online Archive offers extra mailbox storage and automatically moves older items to help free up space in your primary mailbox.
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Searching for Emails in an Online/InPlace Archive
By default, Microsoft Outlook searches the Current Mailbox/All Folders depending on the version of Microsoft Outlook you are using. To include search results from both your Mailbox and your Archive mailbox, type the subject or sender's email address for example, in the search bar at the top of the window and change to All folders and click All beneath the search bar.
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Microsoft Outlook on the Web
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Microsoft Outlook New on Windows
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Microsoft Outlook Classic on Windows
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Microsoft Outlook Legacy on MacOS
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Microsoft Outlook New on MacOS
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