Using Exchange Automatic Archiving

Before you begin:
Be sure to review the Overview of Exchange Online Archiving and the disclaimer about the service.

There is no default policy set for automatic archiving. To turn on a policy for your entire account, right click on your account above the Inbox and select Data File Properties.

Data File Properties

In the dialogue box below, you will notice that there is no default policy set. Changes made here will be applied to all sub-folders including your inbox.

Policy Dialogue Box

Note: As soon as you apply this policy, it will be applied to all sub folders. That means that if you want to set a LONGER retention period for any sub-folder it should be done before making this setting.

To change retention policies for an individual folder and all its sub-folder, right click on that folder and select Properties, then use the dialog box in the same manner as above.

Archiving calendar items, tasks and contacts - these items can no longer be archived.

Accessing Archived Items and Manual Archives

Archived items appear in the same folder structure as your mailbox and will be shown on the folder pane towards the bottom. Items and entire folders can be dragged into and out of the archive. Be aware that when items are dragged out of the archive they are still subject to the destination folder's retention policy, so if a five-year-old item is moved to a folder with a one-year-policy, the system will move it back automatically.

Archive File Structure

Moving or backing up your Exchange online archive

When you leave the University for any reason (retire or terminate) or opt to change to another email service, such as Google, your Exchange account will be deleted. This includes your Exchange Online Archive. It is your responsibility to backup these files to media if you wish to retain them.

To move or backup your Exchange Online Archive, create an outlook data file (.PST) using Outlook 2016:

  1. Click on the Home tab then New Items, More and Outlook Data File.
  2. Type in a name for the file.
  3. You may choose to add a password. This will encrypt the file, and you must have the password to access it. Every time Outlook is opened or if you move it and attempt to open it from another system, you will need this password.
  4. The Outlook data file will appear as a folder near the bottom of your folders list.
  5. Move or copy items to the Outlook data file.
    • To move the files, drag the item from your Exchange Online Archive to corresponding destination folder. You may drag individual items or entire folders with their contents.
    • To copy an item or folder, right-click on the item, select “Copy Folder” then select the destination for that folder on your outlook data file.
  6. If you want to make a copy of that file, close Outlook. It can be found in your Documents (or My Documents) folder under Outlook Files.
    • Example C:\Users\{username}\Documents\Outlook Files

If you require further assistance with the instructions or information on this page, contact the IT Support Center


Article ID: 484
Thu 7/25/19 4:34 PM
Fri 2/25/22 11:38 AM

Related Services / Offerings (1)

The UD IT Exchange Online service provides email, calendaring, shared calendaring, webmail, and mobile device integration. The service provides accounts to current University of Delaware employees only.