Online Archive

The online archive is an archive mailbox used to store email that is not frequently accessed. Using the online archive is recommended when users are close to reaching their mailbox quota. An online archive is available upon request.

Features

• 15TB of archive storage that does not use your primary mailbox quota
• Messages can be moved to the archive automatically or manually
• Messages in the archive mailbox are easily searchable and viewable, from supported email clients
• Note: to access email in the Online Archive, you must be online. These messages are not available while offline.

Instructions

To request an online archive please submit a ticket via Caltech Help

1. Log in to https://help.caltech.edu
2. Select request type: IMSS > Email & Calendar > - Other -

How to Use the Online Archive - Manual

Once the Online Archive has been enabled for your account, you can manually move emails to by doing the following:

1. Log in to Outlook Web https://outlook.office.com
2. On the folder tree you will see a new folder group named In-Place Archive - [Your full name]
3. You can drag items to this folder as needed

There are some email clients that support the Online Archive. If you are running one of these email clients you will see the Online Archive folder in your email client.

How to Use the Online Archive - Automatic Rules

You can create a policy that automatically moves emails to the archive when a timeframe is met. To do this:

1. Log in to Outlook Web https://outlook.office.com
2. Navigate to the folder you would like to set an archive policy for (you can start with Deleted Items, Sent Items, and Junk Email)
3. Right click on the folder, select Assign Policy and select the policy you want to enable

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4. It may take up to 48 hours for the automatic archiving process to begin. The archiving policy will then run nightly. Please note that for a large folder, it may take several days for the folder to fully archive.