shortcutaub.ie/emailarchive
As Auburn University continues efforts to modernize and simplify its email system, changes are required to ensure adequate storage space is available for faculty, staff, and students. Auburn University will begin automatically archiving email in Exchange Online to help manage mailbox storage and improve performance.
Email archiving will happen automatically when an email reaches three years of age, and it will be moved to your online archive. When email is moved to your online archive, it will be in the same folder as it was in your main mailbox.
Why is email being archived?
Automatic archiving keeps mailboxes organized and helps emails load faster, making it easier to find important messages without worrying about storage limits.
How do I access archived email, and what will I see?
Emails older than three years will automatically move to your online archive folder. Archived email will remain organized within the same folder as in your main mailbox (for example, if an email was in your "Projects" folder, it will be in the "Projects" folder of your online archive).
The archive will be available in Outlook for Windows (Classic and New), Outlook for Mac, the Outlook mobile app, and Outlook on the web, as shown in the example images below.
| Outlook for Windows (Classic): | Outlook for Mac: | Outlook Mobile App: | Outlook on the Web & Outlook for Windows (New): |
Can I search for archived emails?
Yes; when you search for an email in the search bar and the "All Mailboxes" option is selected, the search will find mail items in both your mailbox and in your online archive.
What happens to deleted or junk emails during the archiving process?
No emails will be deleted during the archiving process. Emails older than three years in Deleted Items and Junk folders will be migrated to the corresponding Deleted Items and Junk folders in the online email archive.
Best practices recommended by the Office of Information Technology
Avoid Storing Important Items in Junk or Deleted Items folders.
- Do not purposefully store critical emails or documents in Junk or Deleted Items. These folders are not intended for long-term storage, even though older items will be archived.
Organize Your Inbox Regularly.
- Maintain a clear folder structure in your main mailbox, as your online archive will mirror this structure. Well-organized folders make it easier to locate archived emails.
Delete Unnecessary Emails.
- Regularly clean out emails you no longer need from your main mailbox, particularly in folders like Deleted Items and Junk, to streamline archiving.
If you have any questions regarding email archiving, please contact the IT Service Desk at (334) 844-4944 or itservicedesk@auburn.edu.