Manage Full Email Storage with an Online Archive

Problem

If your email mailbox is nearing its storage limit, you may want to preserve older messages and attachments without deleting them. An Online Archive can provide additional storage and keep archived email searchable.

Prerequisites

• Your mailbox must be eligible for an Online Archive.
• An administrator must enable the Online Archive mailbox before you can assign archive policies.

Solution

1. Contact the DTS Help Desk to check eligibility and request that an Online Archive be enabled.
2. After it is enabled, allow time for the archive mailbox to appear in Outlook. It may be labeled In-Place Archive or Online Archive.
3. Choose the folders whose older messages you want to archive, such as Inbox or Sent Items.
4. Assign an archive policy to each folder:
   • Classic Outlook: Right-click the folder and select Properties. Open the Policy tab, choose a period from the Online Archive dropdown, and select OK.
   • New Outlook or Outlook for the web: Right-click the folder, hover over Assign Policy, and choose a period under Archive policy.
5. The selected period determines how old an item must be before it is moved to the Online Archive. The policy will move qualifying messages automatically.

Archived messages retain their attachments and remain searchable from the standard mailbox search.