Microsoft 365 - Understanding and Using In-Place Archiving

The In-Place Archive (also known as the "Online Archive") appears as a separate mailbox within your Outlook folder list. Unlike the standard "Archive" folder, which is simply a folder inside your primary mailbox, the In-Place Archive is a secondary storage area designed for long-term retention.

Locating Your Archive

The name of your archive mailbox changes depending on which version of Outlook you are using:

• New Outlook and Outlook on the Web: Labeled as "In-Place Archive - [Your Name]".
• Classic Outlook and Outlook for Mac: Labeled as "Online Archive - [Your Email Address]".

This mailbox will appear in the left-hand navigation pane, usually located below your primary mailbox folders and "Shared with me" sections.

How Items Move to the Archive

Items are moved from your primary mailbox to the In-Place Archive automatically based on SIUE retention policies. When an item reaches a certain age, it is migrated to the archive to free up space in your primary Inbox and Sent Items.

Key behaviors to note:

• Folder Structure: The archive maintains the same folder hierarchy as your primary mailbox (e.g., if an old email was in a folder named "Project Alpha," a corresponding "Project Alpha" folder will be created in the Archive).
• Search: You can still search for archived items, though you may need to ensure your search scope is set to "All Outlook Items" or specifically select the Archive mailbox.
• Manual Filing: You can manually drag and drop emails or entire folders from your primary mailbox into the In-Place Archive at any time.

Important Distinction: Archive Folder vs. In-Place Archive

It is important to distinguish between the two archiving features in Outlook:

1. The Archive Folder: This is a default folder (like "Drafts" or "Sent Items") inside your main mailbox. Clicking the Archive button in the ribbon moves mail here. It still counts against your primary mailbox storage limit.
2. In-Place/Online Archive Mailbox: This is the secondary mailbox described in this guide. It has its own storage capacity and is intended for older data.

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