What Is Online Archiving?
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- Gilbert Welch
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1 What Is Online Archiving? Online Archiving (OEA) is a feature available to Logos employees that stores messages automatically based on how old the message is. The advantage over local PST archive is OEA stores the messages on the server making them accessible from most clients (Outlook, OWA); also, the risk of losing archive s decreases by being centrally stored in a server. Please contact Logos IT to enable EOA. How Does It Work? After Online Archiving has been enabled for the mailbox you will see an additional entry under the mailbox in Outlook 2007/2010 and OWA called Archive or Online Archive. OEA is not available in Outlook 2011 for Mac computers. 1. The picture below depicts how you can tell if archiving is enabled on your mailbox in Outlook (the name of your archive folder may be different than in the screenshot) 2. The picture below shows how you can tell if OEA is enabled using OWA (the name of your archive my be different than in the screenshot):
2 How Do Modify an Archive Policy? Revise 11/20/2013 From Outlook Client Only Windows versions of Outlook ( , 2013) are able to modify the OEA policy from within Outlook client. Mac users will need to change their settings in OWA. Follow these steps to modify the archiving policy: 1. Right click on the mailbox you want to enable archiving settings for. 2. In the context menu, click on Data File Properties. 3. Select the Policy tab on the dialog box that comes up. 4. Under the Online Archive section select the drop down menu and pick the archiving policy that will best meet your needs. 5. Click on the Apply button to save the change then click on the OK button to close the dialog box. To assign a policy to a single mailbox folder, complete the following steps: 1. Right click on the mailbox folder you want to enable archiving settings for. 2. In the context menu, click on Properties. 3. Select the Policy tab on the dialog box that comes up. 4. Under the Online Archive section select the drop down menu and pick the archiving policy that will best meet your needs. 5. Click on the Apply button to save the change then click on the OK button to close the dialog box. To assign a policy to a single message, complete the following steps:
3 1. Right click on the message you want to enable archiving settings for. 2. Click on the Assign Policy option in the context menu 3. Select a policy from the menu that comes up. If you want to change your settings in the future you can select the mailbox, folder, or individual message then click on the Assign Policy option in the Outlook ribbon to select a different policy from the menu that comes up. From Outlook Web App (OWA) Note: In OWA, archive/retention policies can only be set at the folder level and not the mailbox level.
4 1. To modify an archiving policy to a folder, right click on the folder you want to enable archiving settings for. 2. In the context menu, click on Archive Policy. 3. Select the archiving policy that will best meet your needs. 4. Repeat the process for any remaining folders you wish to configure. How Do I Transfer My PST Files Into The Online Archive? This process can only be accomplished via Outlook for Windows as the PST file format is not compatible with Microsoft mail clients for Macintosh or OWA. To move a message or folder from a PST to the online archive simply left click and drag the message or folders from the PST and drop them (release the mouse button) into the archive. You can also move messages or folders by right clicking on the item you wish to move and selecting Move or Move Folder from the context menu. You will be presented with a dialog box that allows you to select an appropriate new location and an OK button you can click on to complete the process. How Do I Remove My PST Files From Outlook When I Am Done With Them? It is recommended you remove the unneeded/empty PST files from Outlook to avoid confusing them with the Online Archive. When you have transferred all of the folders and messages from your.pst file to your new Online Archive you can remove the PST file from Outlook (Windows only) by right clicking on the PST and selecting Close Name of PST from the context menu. The PST file will not be deleted, it will just stop being accessible from Outlook.
5 What Else Do I Need To Know? There are a few limitations associated with the Online Archiving feature. These should have a minimal impact on most Exchange users, but are listed here to make everyone aware of what they are. 1. The online archive is not available for OWA Light, Microsoft mail clients for OS X, or Microsoft Exchange ActiveSync. As a result, messages that have been moved to the archive will not be accessible in Outlook 2011, Entourage 2008, or on mobile devices. 2. When this option is enabled on a mailbox the Auto Archiving feature for that mailbox will no longer function in Outlook (this applies to Windows clients as Mac clients do not have the option to begin with). You can recreate the auto archive functionality using the Archive Policy options. 3. When using the Search dialog in Outlook for Windows, you can select the 'All Outlook Items' option to return results from both your mailbox and the online archive simultaneously. This does not work in OWA so you will need to select the Online Archive before entering search criteria.
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