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Email Archive Service of HKUCC1 (Microsoft Exchange Server 2013)

The Microsoft Exchange 2013 Archive Mailbox is an integrated email archive feature which is operating based on an email archive policy.  The Parent Folder Policy is 2 years and once the archive service is turned on, all emails older than 2 years will be automatically archived. 

Users can adjust the email archive policy by selected folders e.g. 6 months or 1 year based on their operational needs. 

Users will receive alerts when their mailbox exceeds 80% of the disk quota allocated. They will be invited to register for the email archive service or delete some emails if they choose not archiving their emails.

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. After email archive is registered and turned on, emails will be automatically moved to the Archive Mailbox:

    1. All email messages older than 2 years will be moved to Archive Mailbox based on the default Parent Folder Policy (i.e. 2 years);
    2. The archive policy can be changed by folder/message (it is recommended to change by folder for ease of management).
  2. To change the archive policy, please follow the steps below:

    1. Right-click the folder you want to assign a new archive policy.
    2. From the pull-down menu, select “assign policy”.
    3. From the Archive Policy pull-down menu, select the archive policy you wish to apply.
      archive-policy
       
  3. Users can also move emails manually to the Archive Mailbox

    1. Right click the email you want to move to the Archive Mailbox
    2. From the pull-down menu, select “move”.and then “more…”.
      Move message
    3. Select the destination folder under “In-Place Archive – yourUID@hku.hk” and click “move”..
      select folder to move

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

You can also access the Archive Mailbox using Microsoft Outlook clients:

  1. Outlook 2013
  2. Outlook 2010

Note: Mobile ActiveSync cannot access Archive Mailbox.


2.1 Setting Folder Archive Policy

Users can set the archive policy by folder using the following steps:

  1. Right-click the folder you want to assign a new archive policy.
  2. From the pull-down menu, select “Properties”.
    folder properties
  3. Choose the archive policy you wish to apply under the tab “Policy.
    configure policy

Note: For Outlook 2016 users, change of archive policy for the whole mailbox means all items including email, notes, tasks, and calendar items will also be moved to the Archive Mailbox automatically based on the new policy assigned.

2.2 Moving Email Messages Manually to the Archive Mailbox

  1. Right click the email you want to move to the Archive Mailbox.
     
  2. From the pull-down menu, select “move” and then “Other Folder”.
    Move messages manually
     
  3. Select “Archive – yourUID@hku.hk” and the destination folder.
     
  4. Click OK.
    Choose folder to move