Online archiving is available for those in the city with an F3 license or above, please contact helpdesk if you are unsure of your licensing level. If you are receiving alerts that you are approaching your mailbox size limit, then this solution will help you with your mailbox size. This article will explain how to make changes to your Outlook folders so that email will automatically be moved from your mailbox account to your archive.
Once archiving has been enabled for you then follow the steps below to setup the automatic move of emails from your main account to your archive account. Once you make these changes then any email in these folders that is older than, for example a year, will be automatically moved to your archive. You can still find your email in your Outlook regardless of whether it is in your regular account or in your archive. The archive will be visible in your list of folders in the left pane of your Outlook.
"Old Outlook"
"New or web Outlook"
The most common Outlook in use, the "old Outlook"
Right-click a folder in your account and select Properties>Click the Policy tab>In the Online Archive section click the drop-down to make a change to the policy.
All folders default to the first selection that you see, "Use Parent Folder Policy". If you make a change to a top-level folder then you do not need to make any changes to the sub folders unless you want them to use a different policy.
The "new and web Outlook"
Right-click a folder in your account and select Assign policy>Make the applicable selection.
All folders default to the first selection that you see, "Use Parent Folder Policy". If you make a change to a top-level folder then you do not need to make any changes to the sub folders unless you want them to use a different policy.
The structure of the Archive
The email within the folders that are selected to have an archive policy will move and will still maintain the folder structure of your main account. For example, if you choose to archive items older than a year for a subfolder and the parent folder doesn't have an archive policy then in your archive you will see the parent folder with the applicable subfolders present. Each folder will contain only email that is older than a year.
The "old Outlook"
The "new or web Outlook"