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  4. Archive Mailbox

Archive Mailbox

Archive mailboxes are an extension of your inbox which will appear alongside your primary mailbox. 

You can control what emails are sent to your Archive Mailbox using Personal Tags to automatically send emails within email folders that are older than a specific timeframe.

Using Your Archive Mailbox

You can manually move emails that you would like to archive to your Archive Mailbox or, you can use Personal Tags to automatically send emails to the Archive Mailbox.

Personal Tags

Personal Tags are used to automatically archive emails within email folders that are older than a specific timeframe. When emails are archived using Personal Tags, the folders are re-created in the Archive Mailbox and sent there.

Benefits of Archiving Email

  • Archiving email frees up space in your inbox
  • Assists with keeping your mailbox organized to stay focused on more current messages
  • Archived emails are secure, and can preserve important information without the risk of accidental deletion

How to Control What Goes in Your Archive Mailbox

You can manually move email and folders into the Archive Mailbox or use the Personal Tags feature to set your email folders to automatically archive email that is older than a specified timeframe.

The timeframes available are:

  • Archive after 90 days
  • Archive after 1 year
  • Archive after 3 years
  • Never archive

Archive Mailbox Storage

Yes. Your Archive Mailbox will provide up to 100 GB of free storage, based on your role at Western.

 

 

 

Frequently Asked Questions

The Archive Mailbox can be accessed on multiple platforms for Outlook, from Outlook on the Web, on the Outlook Desktop Application and the Outlook Mobile application. In most cases, you can find your Archive Mailbox underneath your primary email folders.

Outlook for Mac users will find their Archive Mailbox at the bottom of their primary email folders titled "Online Archive".

Please note:
Users may need to scroll down further if they have a large number of email folders.

If you are a new user and do not see your Archive Mailbox, this is normal. New users also may not see their archive mailbox immediately.

To view your Archive Mailbox on Outlook for the Web: 

  1. Go to myoffice.uwo.ca, sign in and open Outlook
  2. Under your inbox folders you will see “In-Place Archive”. You can expand this to view and create your folders within your archive.

To view your Archive Mailbox on your Outlook application:

  1. Open Outlook
  2. Underneath your folders you will see “Online Archive”. You can expand this to view and create your folders with your archived emails in them.

To view your Archive Mailbox on Outlook for Mac:

  1. Open the Outlook application
  2. Scroll down to the bottom of your primary Email folders and you will see "Online Archive". You can expand it by clicking it.

ArchiveMac1.png

The “Archive” folder is a default folder built into your primary Western mailbox, similar to “Junk Email”, or “Deleted Items”. Unlike the Archive Mailbox, emails stored within the “Archive” folder count towards your default Outlook quota. 
There is no expiration date for emails that are stored within the Archive Mailbox. Messages will remain stored within the Archive Mailbox until you choose to delete them.
If the quota is reached on your Archive Mailbox, emails will no longer be archived from your mailbox to your Archive mailbox until you delete emails to free up quota. You will receive a notification when your Archive Mailbox is almost full. 

Outlook on the Web (OWA):

  1. Right click the folder you'd like to to apply the Personal Tag to and click "Apply Policy"
  2. Select the Tag timeframe that you'd like to apply to the folder

Outlook Desktop Application:

  1. Right click the folder you'd like to to apply the Personal Tag to and click "Properties"
  2. Click the Policy tab at the top
  3. Click the "Move items to the Archive when older than:" dropdown and select the timeframe you would like to use. Click Apply then OK.

Yes, you can add Personal Tags to subfolders! 

Please note that if you apply a Personal Tag to a parent folder, the Personal Tag will apply to all subfolders that do not have their own Personal Tag.

Once you apply a Personal Tag to an email folder, it will take up to 7 days for it to begin moving emails to the archive that are older than that you have specified.

Need more information?

Additional support is available by contacting the WTS Helpdesk.