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Email Archive Service of HKUCC1 (Microsoft Exchange Server 2013)

The Exchange 2013 Archive Mailbox feature is an integrated feature of Microsoft Exchange which allows seamless access from native Outlook mail client or webmail.  Unlike the existing archive service, the Exchange 2013 archive policy is based on the message ages instead of the disk quota level of the individual user mailbox.  As a result, users may need to fine tune the archive policy, or move email messages manually to the archive mailbox to ensure the mailbox disk consumption below the allocated disk quota (default 5GB).

NOTE: User will receive quota warning message when the mailbox usage exceeds 80%.

1. Email Archive Service (In-Place Archive) on Webmail Interface

2. Email Archive Service (Online Archive) on Microsoft Outlook

2.1 Setting Folder Archive Policy

2.2 Moving Email Messages Manually to the Archive Mailbox


1. Email Archive Service (In-Place Archive) on Webmail Interface

  1. Email Messages will be moved automatically to the Archive Mailbox for Archive-enabled users according to archive policy:
    1. All email messages older than 2 years will be moved to Archive Mailbox automatically following default archive policy (The system will move emails older than 2 years to archive mailbox);
    2. The archive policy can be changed per folder/message basis by users, it is suggested to change the archive policy by folder basis for easy management.
       
  2. To change the archive policy, users may set the policy by following steps:
    1. Right-click the folder you want to assign a non-default archive policy.
    2. From the pull-down menu that appears, select Assign Policy.
    3. From the Archive Policy pull-down menu, choose the archive policy you wish to apply.
      archive-policy
       
  3. Users can also move Email Messages manually to the Archive Mailbox
    1. Right click the email message to which you want to move to archive mailbox
    2. From the pull-down menu that appears, select move.
    3. From the pull-down menu, choose the more…
      Move message
    4. Select the destination folder under “In-Place Archive – User Display Name” and then click move.
      select folder to move

 

2. Email Archive Service (Online Archive) on Microsoft Outlook

Client applications that can be used to access archive mailboxes

  1. Outlook 2013
  2. Outlook 2010

NB: Mobile ActiveSync cannot access Archive Mailbox.


2.1 Setting Folder Archive Policy

Users can set the folder archive policy per folder basis by the following steps:

  1. Right-click the folder to which you want to assign an archive policy.
     
  2. From the pull-down menu that appears, select Properties.
    folder properties
     
  3. Choose the archive policy you wish to apply at policy tab.
    configure policy


2.2 Moving Email Messages Manually to the Archive Mailbox

  1. Right click the email message to which you want to move to archive mailbox.
     
  2. From the pull-down menu that appears, select move.
     
  3. From the pull-down menu, choose the other folder.
    Move messages manually
     
  4. Select “Archive – User Display Name” and destination folder.
     
  5. Click OK.
    Choose folder to move