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Online archiving in Exchange 2013

  • Your email has a 3GB storage limit supplemented by an unlimited archive folder.
  • It's called Archive, In-Place Archive or Online Archive and sits below your mailbox (note: you can't see it in Outlook if you're using IMAP).
  • To free up space use OWA or Outlook to move items into your archive folder.

How to move items into your archive folder

Rght-click on a folder or individual email, choose Move and choose a location.

Set an archive policy

You can set a policy to automatically move emails into your archive at set times. Set the policy on any folder, and the policy then applies to all its subfolders.

Set an archive policy with Outlook

  1. Right-click on an email folder, select Properties, then Policy.
  2. Choose from the options given. The policy will be applied overnight.

Set an archive policy with Outlook Web App

  1. Log into http://owa.connect.kent.ac.uk
  2. Right-click on an email folder you want to auto-archive, select Assign Policy
  3. Choose from the options given. The policy will be applied overnight.

Why can’t I just keep it all in my Inbox?

It's cost effective for us. Your mailbox needs expensive hardware. We can use cheaper storage for the online archive which is accessed less often.

How to move .pst files into your Archive

If you've got an old email archive folder stored as a .pst file, follow these instructions to move them into Outlook:

  1. Open Outlook 2010 or 2013
  2. Click File, then Account Settings, then Account Settings...
  3. Click the Data Files tab, then Add...
  4. Find your .pst file, click on it, click OK and then Close
  5. The .pst file will appear as a new folder in Outlook, possibly called Outlook Data File or Archive
  6. You can now drag and drop files between this folder and your online archive folder.

 

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Last Updated: 20/04/2017