The Microsoft Exchange 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 to archive their emails.
1. Email Archive Service (In-Place Archive) on Webmail Interface
- After email archive is registered and turned on, emails will be automatically moved to the Archive Mailbox.
- All email messages older than 2 years will be moved to the Archive Mailbox based on the default Parent Folder Policy (i.e. 2 years).
- The archive policy can be changed by folder/message (it is recommended to change by folder for ease of management).
- To change the archive policy, please follow the steps below:
- Right click the folder you want to assign a new archive policy.
- From the pull-down menu, select “assign policy”.
- From the Archive Policy pull-down menu, select the archive policy you wish to apply.
- Users can also move emails manually to the Archive Mailbox.
- Right click the email you want to move to the Archive Mailbox
- From the pull-down menu, select “move”.and then “more…”.
- Select the destination folder under “In-Place Archive – yourUID@hku.hk” and click “move”..
2. Email Archive Service (Online Archive) on Microsoft Outlook
You can also access the Archive Mailbox using Microsoft Outlook clients:
- Outlook 2013
- Outlook 2010
2.1 Setting Folder Archive Policy
Users can set the archive policy by folder using the following steps:
- Right click the folder you want to assign a new archive policy.
- From the pull-down menu, select “Properties”.
- Choose the archive policy you wish to apply under the tab “Policy.
2.2 Moving Email Messages Manually to the Archive Mailbox
- Right click the email you want to move to the Archive Mailbox.
- From the pull-down menu, select “move” and then “Other Folder”.
- Select “Archive – yourUID@hku.hk” and the destination folder.
- Click OK.
