ITS Online»Email, Calendar & MS Office»Outlook Email Archiving

Online Archiving & Exchange

Exchange Online Archiving offers users advanced archiving capabilities with the archive mailbox feature. An archive mailbox is a specialized mailbox that appears alongside the users’ primary mailbox folders in Outlook or Outlook Web App. Users can access the archive in the same way that they access their primary mailboxes. In addition, they can search both their archives and primary mailboxes.

These folders are searchable just like regular emails and the archive is available whenever you are connected to the Internet through Outlook for Windows and Outlook Web App.If archiving is enabled, you will have a set of folders labeled Archive in the navigation pane.

  • All email newer than 2 years is available in your main folders
  • All email older than 2 years is available in the Archive folders

Get Familiar with your Archive

Try out the steps below to get familiar with your new archive.

  1. Search an Archive Folder
    Searching an archive folder is exactly the same as a regular folder! Select a folder in your Archive and try search for an old message.
  2. Search All Mail
    Perform a search in one of your email folders and click the
    Try searching again in All Mail Items link that appears at the bottom of your search results. You will find all emails that match in both your main folders and your archive folders.
  3. Webmail
    Your archived email appears also appears in Outlook Web App. Visit https://email.law.upenn.edu from any web browser to try it out.

Customize Your Archive Policy

Archive Policy:You can set a custom policy for any folder using the Assign Policy button on the ribbon.

  • Choose after how long you want Outlook to automatically move emails to the archive folders.
  • Retention Policy:
    Choose after how long you want Outlook to automatically delete a message. This setting will only apply to the currently selected email.

Note: Changing the archive policy to a shorter time period will cause email to move out of your Archive folders.

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