Outlook - How to access your Exchange Online Archive

Intended for:

Microsoft Exchange users with a full license (G3 license) that use Windows Outlook client or Outlook Web Application (OWA).

Scenario/Use case:

How to access your Exchange Online Archive for Outlook. Access to your Online Archive is ONLY available via Outlook and Outlook on the Web (OWA).

NOTE: Most of the lab does not need to use this feature because they are nowhere near their 100GB local quota. If you do want to use this feature, however, read the Instructions section below.

Details:

• Everyone with a full G3 email account (vs. the G1, which is online only) has had their local email quota increased to the maximum, 100GB. This is a hard limit set by our license and cannot be changed. Once this limit is reached, users cannot send or receive email. Currently, users need to either delete items or move items out of their mailbox into a PST file to recover space in their mailbox. The Online Archive provides unlimited storage.
• Individuals, who are approaching their 100GB quota, should contact the Service Desk to get help concerning archiving.
• G1 (online only) mailboxes are not licensed for Online Archive; it cannot be enabled on those mailboxes. G1 license holders can only access email through OWA via web browser.

Instructions:

The Online Archive automatically opens in your Outlook client labeled “Online Archive - UserID@fnal.gov” or as “In-Place Archive – Username” in OWA.

Automatic archiving will automatically move old items from your primary mailbox to your archive mailbox based on the retention policy that you set. The current default setting is Never; no emails will automatically move to the archive mailbox until you apply a retention policy.

1. You cannot create your own retention policies, but you can change the automatic archiving setting in Outlook or OWA to any of these pre-configured retention policies.
   
   1. One year
   2. Two years
   3. Five years
   4. Never
      • For Outlook client users:
        1. Right-click your primary mailbox.
        2. Select Data File Properties.
           
           
           
           
        3. Select the Policy tab.
           
           
           
           
        4. Select the bottom Use Parent Folder Policy dropdown menu.
        5. Select a retention policy.
        6. Click OK.
           
           
           
           
      • For OWA users:
        1. Right-click your primary mailbox.
        2. Select Assign policy.
        3. Select a retention policy.
           1. If you prefer to use a PST file and not the Online Archive, you can set the policy to Never.
              
              
              
              

You can also manually move mailbox items into your Online Archive by using the built-in Copy or Move features or by dragging and dropping the item into the desired location.

1.  Example to move a folder:

• • For Outlook client users:
    1. Right-click on a folder.
    2. Select Move Folder.
       
       
       
       
    3. In the Move Folder window, select the folder to move it to.
    4. Click OK.
       
       
       
       
  • For OWA users:
    1. Right-click on a folder.
    2. Select Move.
       
       
       
       
    3. In the Move to window, select the folder to move it to.
    4. Click Move.
       
       
       
       

You can also copy any existing PST files into your Online Archive.

1. Open the PST in Outlook.
   1. Select File.
   2. Select Open & Export.
   3. Select Open Outlook Data File.
   4. Select a PST file. The file will appear in the Folder pane.
2. Move folders or emails into the Online Archive.
   • Example to move a folder from a PST file:
     1. Right-click a folder.
     2. Select Move Folder.
        
        
        
        
     3. Select “Online Archive – UserID@fnal.gov” if you’re using the Outlook client.
     4. Select “In-Place Archive – Username” if you’re using OWA.
     5. Select a sub folder to move it into.
        • Example:
          
          
          
          

You can also recover deleted items from the Deleted Items folder in your archive mailbox by using the Recover Deleted Items tool.

• For Outlook client users:
  1. Under “Online Archive – UserID@fnal.gov,” select Deleted Items.
     
     
     
     
  2. Click Recover Deleted Items from Server in the Quick Access Toolbar.
     
     
     
     
  3. Select the item(s) that you would like to recover.
  4. Click the Restore Selected Items button.
  5. Click Ok.
     
     
     
     
• For OWA users:
  1. Under “In-Place Archive – Username,” select Deleted Items.
     
     
     
     
  2. Select the item(s) that you wish to recover.
  3. Click Restore in the Quick Access Toolbar.
     1. If more than one item has been selected, the Restore button will appear on the right as well.
        
        
        
        
  4. For items that have been deleted from the Deleted Items folder, select Recover items deleted from this folder.
     
     
     
  5. Select the item(s) that you wish to restore.
  6. Click Restore.