Managing Email Storage Using Online Archive and Archive Policies

Managing email storage with Online Archiving and archive policies

As your mailbox grows, managing email storage effectively becomes essential. At the University of Waterloo, we provide Online Archive mailboxes combined with policies to help faculty and staff automatically manage older emails, keeping your primary mailbox organized and within storage limits.

Who can use Online Archive?

• Available to: Current faculty and staff only.

• Not available to: Students, retirees, and alumni due to Microsoft licensing restrictions.

• If you’re not eligible: We recommend manually deleting or organizing older emails.

Why use Online Archiving?

• Automatic management: Emails older than 1 to 5 years (depending on the policy) are moved to the archive automatically.

• No quota impact: Archive storage does not count against your mailbox quota.

• Preserves folder structure: Archived emails keep the same folder organization.

• Accessible everywhere: Archive folders appear in Outlook Desktop, Outlook Web Access (OWA), and Outlook Mobile.

• Avoid manual moving: Dragging emails manually can break folder structure and cause confusion.

How to request an Online Archive

Online archiving is managed centrally by the Email Infrastructure team.

To request archiving:

1. Visit the IST General Service Desk portal.

2. Create a new ticket with the following details:

   • Request to enable Online Archiving.

   • Specify which Archiving policy you want (1, 2, 3, 4, or 5 years).

3. Submit your request. The IT team will apply the policy for you.

What happens once an Archiving Policy is applied?

Once your mailbox has an archiving policy:

• Outlook automatically moves emails older than the policy period to your Online Archive.

• You don’t need to take any action; the process is automatic.

In Outlook Desktop

• The Online Archive appears as a separate mailbox below your main mailbox.

• Emails move from your folders to matching archive folders (e.g., Inbox → Archive Inbox).

• You’ll notice older emails disappearing from your main mailbox as they get archived.

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In Outlook Web Access (OWA)

• Sign in at outlook.office365.com.

• The Online Archive appears in the left folder pane under your main mailbox.

• You can search and browse the archive like your regular mailbox.

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In Outlook Mobile App

• Open the folder view.

• You’ll see the Online Archive listed as a separate mailbox.

• Browse folders and emails normally.

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Why use online archive policies instead of moving emails manually?

Archive policies are recommended because they:

• Automatically archive emails after a set age.

• Maintain your folder structure without disruption.

• Reduce user errors and confusion.

• Require no ongoing effort once set up.

Manually moving emails can cause broken folder organization, confusion, and complicate IT support.

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