Archiving Mail

The Online Archive Mailbox

You can have a secondary "Online Archive" maibox in Outlook, in addition to your primary mailbox. The Online Archive mailbox is a private mailbox with a its own quota of 50GB which doesn't count against your primary quota, effectively doubling your total storage.

NOTE

The Online Archive mailbox is not enabled on your account by default and needs to be enabled by the administrator.

The Online Archive mailbox, when enabled, appears as a separate tree of folders in your profile, below your primary mailbox, and can contain some or all of the same folders as your primary mailbox, e.g.:

user@lga-ap.com    <-- Your primary mailbox
    Inbox
    Drafts
    Sent Items
    Archive
    Junk Email
    Later
    Outbox
    Snoozed
    Search Folders

Online Archive – user@lga-ap.com    <-- Your Online Archive mailbox
    Inbox
    Sent Items
    Whatever

The contents of your Online Archive mailbox, like your primary mailbox, are not visible to other staff.

NOTE

The Online Archive mailbox is not the same as the Archive folder. The Archive folder lives within your primary mailbox and counts against your primary quota.

user@lga-ap.com
    Inbox
    Drafts
    Sent Items
    Archive                         <-- Not this!

Online Archive – user@lga-ap.com    <-- This
    Inbox

Moving Items to the Online Archive

Manually

You can drag individual messages and entire folders to the Online Archive mailbox.

TIP

Consider whether messages would be better moved to Public Folders where they can be found by other staff. Messages in Public Folders don't count against individual quotas.

Automatically

Messages in your primary mailbox can be set to automatically migrate to the Online Archive mailbox after a set period of time, by assigning an Archive Policy to the folder.

<right-click> the folder ->
Properties ->
Policy ->
Move items to the archive when older than:

Mail that is automatically moved using a policy will retain the same folder name in the Archive Mailbox, e.g.:

user@lga-ap.com
    Sent Items    <-- If you assign a policy to this folder

Online Archive – user@lga-ap.com
    Sent Items    <-- It will be moved to this folder