Purpose

This document outlines the steps for accessing and managing the Online Archive feature in Outlook 365, which helps users organize, declutter, and retain emails for compliance and storage optimization.

Procedure

Access the Online Archive

1. Outlook Desktop Client (Old)
   
1. Open Outlook
   
2. In the left-hand folder pane, locate the "Online Archive" folder under your primary mailbox
   
2. Outlook Web Access (OWA) or Outlook Desktop App (New):
   
1. Log in to Outlook Web Access or Open Outlook
   
2. In the folder list under your account, scroll down to find the "In-Place Archive - your name" section
   

Archiving Emails Manually

1. Drag and Drop Method
   
1. Select emails from your primary mailbox
   
2. Drag them to the appropriate folder under the Online Archive
   
2. Move Option
   
1. Right-click the email(s)
   
2. Select "Move" > "Other Folder"
   
3. Choose the desired folder in Online Archive

Auto-Archiving Policy

1. Your IT Exchange administrator has set a Retention Policy that automatically moves emails older than a specific period into Online Archive
   
1. The default policy is a 2-year Auto Archive (No Delete) for all folders
   
2. The Junk mail Folder & Deleted Items Folder have a 30 Day Delete
   

Search Within Online Archive

1. Use the Search Bar
   
1. Click the search bar in Outlook and ensure the scope is set to "All Mailboxes" or "Online Archive"
   
2. Use Filters
   
1. Apply filters such as keywords, dates, or sender information to refine results

Retrieve Emails from Online Archive

1. Navigate to the Online Archive folder
2. Locate the required email
3. Drag it back into your primary mailbox or a different folder as needed

Troubleshooting

1. Missing Archive Folder
   
1. Contact IT support if necessary
   
2. Emails Not Moving
   
1. Check folder permissions and mailbox storage settings
   
2. Verify retention policies with IT
   
3. Search Issues
   
1. Confirm the scope of the search includes Online Archive