IT@Sam - Technology Tutorials

Email Archiving

Technology Tutorials | Email Archiving


All faculty and staff have an additional "Online Archive" mailbox that can be used for archiving e-mail online.  This mailbox has a quota of 5GB.  Any mailbox items (e-mail, tasks, calendar entries) located in your primary mailbox that is older than two (2) years will now be automatically moved to the "Online Archive" mailbox.  Note:  The "Online Archive" is not available through any mobile device, Outlook 2011 and Mac Mail for Mac OSX. 


Outlook - PC

This feature is not available for Macs using Outlook or Mac Mail.

If you would like to save some of your old e-mails, we recommend using the mailbox archive tool.


All you have to do is click and drag the mailbox items you wish to save, to the archive folder. Items in this folder will not count against your inbox quota.


You can create folders and organize emails just as you would any other folder.


Auto Archiving on PC

You can set up your e-mail account to automatically archive e-mails. Follow these directions to do automatically archive e-mails

Go to the Home ribbon, select Assign Policy - Set Folder policy



Under online archive, choose 1 year.

Parent Policy


All subfolders in mailbox should be set to "Use Parent Folder Policy" unless some items need a different retention period.

There is NO automatic policy currently.


Outlook Web Access (OWA) Users - PC and Mac


If you are using Outlook Web Access (OWA), you will need to find the section labeled

Online Archive - Last Name, First Name


Online Archive