How to Create and Manually Manage a Backup Mailbox Or Photo Album
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1 416 Morrill Hall of Agriculture Hall Michigan State University Title Assigning Policies and Creating Folders for your Online Archive using OWA (Outlook We App) Document No Revision Date - 10/2013 Revision No. - 4 Purpose The procedures below provide outlined steps for assigning policies and creating folders for your online archive using OWA (Outlook Web App) Policy N/A Definitions Online Archive Your online archive is a separate 2 GB of storage space for items. Policies Policies are like rules that you create in your regular inbox for moving items to your online archive.
2 ANR TS has supplied you with an Online Archive storage space. This Online Archive can be used to store messages and free-up space in your OWA/Outlook inbox. This Archive can hold up to 2 GB of data. What is an Online Archive? Your Online Archive is a specialized mailbox in addition to your primary OWA/Outlook mailbox. In OWA, your Online Archive appears in the Navigation Pane below your primary OWA/Outlook mailbox folders. The name of your Online Archive will be Online Archive-Last, First Name Unlike Outlook Data Files (.pst) that are only accessible on the computer where the file is saved, items in the Online Archive are available in both Outlook and Outlook Web App (OWA). Why Online Archive Regular Outlook archiving includes creating a.pst file. These.pst files are saved locally on the computer s hard drive and can be easily lost if you computer s hard drive crashes. Your Online Archive Mailbox is backed up nightly, removing you from the responsibility and hassle of doing backups yourself. Your Online Archive Mailbox gives you an additional 2 GB for which to store s online. Given that the Online Archive is available in OWA, you can now access your archived messages from any computer. With This Online Archive You Can Create folders for storing archived mail messages Move existing folders and or mail manually to your Archive Assign specific policies to automate the moving of folders and or mail to your Archive This document will guide you through the steps for creating folders and manually moving and/or assigning policies for moving s in to this Online Archive in OWA (Outlook Web App) 2
3 Create Folders and Manually Moving Mail to Your Online Archive 1. Where is your Online Archive located? Your Online Archive is located below your primary OWA Mailbox Folders The name of the Archive will begin with the word Online Archive and end with your last and then first name Primary Mailbox is Here Online Archive is Here 3
4 2. To create a folder in your Archive, do the following: Start by right-clicking on the Online Archive (the name) After right-clicking, a dropdown menu will appear Click on Create New Folder in the dropdown Right-Click on Your Online Archive Here Click Create New Folder... Here 4
5 3. Under your archive a new folder will appear, with a space to the right of it to type a name for the folder. Type in a name for the folder. In the example below the folder was named New Test Folder The new folder will appear under you Online Archive name You can now manually move/store/archive mail here by clicking and dragging individual mail messages (or entire folders) from your inbox into this folder You can follow the steps again to create as many folders as needed Type Name of Folder Here 5
6 Assigning Specific Policies to Move Mail to your Online Archive As mentioned, you can assign policies to your existing Primary OWA Mailbox folders and or individual messages to have them moved to your Online Archive. The policies you assign allow you to specify a time period to hold the mail in your Outlook mailbox (on the ANR Server) and then release/move it to your Archive You can assign these policies to mail messages and or folders in OWA Outlook Mailbox Follow the instructions below for assigning policies to move mail messages or folders to your Online Archive. Assign Policies to Move Mail Messages to Online Archive 1. First choose/select a mail message from your Primary OWA Mailbox that you would like to assign a policy to, by clicking on it. In the example below, Test Archive Move folder has been clicked on Then the message Test was selected Primary Outlook Mailbox Test Selected Here Folder Clicked Here 6
7 2. Right click on the selected a message(s) that you want to assign a policy to. Click on Archive Policy from the dropdown menu Choose a specific time from the dropdown menu You can choose from: Personal never move to archive (never) 45 Days Archive 90 Days Archive 6 Months Archive 1 Year 2 Years Click Archive Policy Here Choose Policy Time Here When the specified time occurs, the mail message(s) you assigned a time policy to will be moved to your Online Archive. You can assign a policy to as many messages as you see fit The policy change may take up to 24 hours to affect (will not happen immediately) 7
8 Assign Policies to Move Folders to Online Archive Assigning a policy to a specific folder (under your Primary Mailbox) differs slightly from that of an individual mail message. Follow the instructions below to learn how to assign policies to entire folders that you want to move to your Online Archive. 1. Pick a folder you would like to assign a policy to under your Primary Mailbox. In the example below Test Archive Folder is being used Right-click on the folder After right-clicking, choose Archive Policy from the dropdown menu Choose a specific time policy from the dropdown menu Choose Time Here Click Archive Policy Here 8
9 When the specified time occurs, the folder(s) that meet the time policy will be moved to your Online Archive. Policies assigned to parent folders will affect the subfolders under that parent folder When you assign a policy to a folder, it may take up to 24 hours for the policy to take affect You can assign policy to as many folders as you see fit When the folder(s) contents are moved to your Online Archive (after the specified time), they will appear under your Online Archive name, under a folder titled Inbox 9
416 Agriculture Hall Michigan State University 517-355-3776 http://support.anr.msu.edu support@anr.msu.edu
416 Agriculture Hall Michigan State University 517-355-3776 http://support.anr.msu.edu support@anr.msu.edu Title: ANR TS How To Efficiently Remove Items In Outlook To Free Up Space Document No. - 162 Revision
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416 Agriculture Hall Michigan State University 517-355-3776 http://support.anr.msu.edu support@anr.msu.edu Title: Using OWA to Manage Distribution Lists Document No. - 123 Revision Date - 3/2012 Revision
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