Email Archiving

ADD EMAIL ARCHIVING

To enable archiving, follow these steps:

• Visit the Service Catalog page for Microsoft 365.

MICROSOFT OUTLOOK (WINDOWS)

Local messages are stored in personal storage (PST) files. The server is unable to access any of these files and only one user on one computer may access them at a given time.

TO CREATE A NEW ARCHIVE FILE:

1. Click the File tab at the top of the screen. 
2. Select Import/Export. Note that if you are using a non-English version of Outlook 365, you may need to change your language version to English.
   • Navigate to File > Options
   • Click on Language.
   • Select English in the display options.
   • Click on Save
3. Now select Export to a file.
4. Select Outlook Data File (.pst)
5. Select the folders you wish to save to this .pst file.
6. The archived .pst file is saved to the designated location.
7. Set the location to save the file to and choose your duplication option.
8. When done, select Finish.

To view these archived emails, simply locate the archive file in your documents folder under the Outlook Files folder, and open the new archive file by double clicking on it.

If double clicking does not open the file correctly, secondary click the file and select either “Open with” (Windows) or “Get Info” (Mac). With these settings, you may manually choose which program will open the file.

AUTOARCHIVE:

AutoArchive is a good choice for those who do not edit their folder structure often or do not move messages around a lot. It can be set up using the following steps:

1. Click the File tab, and then click the Options tab on the File menu.
2. Click the Advanced tab.
3. Click AutoArchive Settings.
4. Click to select the AutoArchive Every check box, and then type a number in the Days box to specify how frequently the AutoArchive process runs.
5. If you want to be notified before the items are archived, click to select the Prompt Before AutoArchive check box.
6. In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
7. Click OK two times.

MICROSOFT OUTLOOK (MAC OSX)

How to Archive Emails:
     1. Click File > Export
     2. Select what you want to export
     3. It is recommended you do not delete items, this will keep a backup on the server
     4. Choose a destination to save archive information

MAC MAIL.APP

LOCAL MAILBOXES – SIMILAR FUNCTION TO PERSONAL FOLDERS FROM MS OUTLOOK; CAN BE NESTED LIKE FOLDERS.

1. Click Mailbox > New Mailbox
2. Select “On My Mac”
3. Drag-and-drop or Copy-Paste emails to desired local mailbox

ARCHIVE MAILBOX

1. Click Mailbox > Archive Mailbox
2. Choose a location to archive your mailbox

This creates a .mbox file at the designated location.

If  Mac Mail client is set to the default email handler, the file may be opened by simply double clicking the created .mbox file.

If double clicking does not open the file correctly, secondary click the file and select either “Open with” (Windows) or “Get Info” (Mac). With these settings, you may manually choose which program will open the file.