Nexus365 - In-Place (Online) Archive

Nexus365 - In-Place (Online) Archive mailboxes

Nexus365 offers an additional searchable Archive mailbox for any mailbox approaching its storage limit (the storage limit itself cannot be increased).

The storage limit is:

  • Personal mailboxes 100GB (A3 license)
  • Secondary mailboxes 50GB

Before requesting an In-Place Archive

Please check that the mailbox's Deleted Items folder isn't consuming a large amount of storage. If it is, empty the Deleted Items folder and then, if the mailbox is still near it's storage limit, request its In-Place Archive.

Requests to enable the Archive for a mailbox

You can request to enable the Archive for a mailbox by contacting the Central IT Service Desk.

If you are requesting an Archive for a secondary mailbox to which you have delegated access, and you expect to use the "Move to Archive" retention policies, you must also request an Archive for your personal mailbox (as this will make your personal "Move to Archive" policies available for you to apply to the secondary mailbox).

After the In-Place Archive has been enabled

The Archive mailbox appears under the primary mailbox in Outlook on the web and Outlook for Windows and Outlook for Mac.

It has two different names but both names refer to the same archiving space:

  • In Outlook on the web it appears as: In-Place Archive
  • In Outlook for Windows (2016 and higher) & macOS it appears as: Online Archive
  • Data moved to the In-Place / Online Archive does not count towards the mailbox storage limit

In-Place / Online Archive versus default Archive folder

  • The default "Archive" folder is within the primary mailbox and is typically used in conjunction with Sweep Rules
  • Data moved into the default "Archive" folder is included in the main primary mailbox storage limit
 

Moving Messages to the Archive mailbox

  • Move items from the primary mailbox to the Archive mailbox automatically using Retention Polices.
  • Drag and drop messages from the primary mailbox and from PST files to the Archive mailbox.
  • Import data to the Archive in the following ways:
    • Import data from a PST file using Outlook’s Import and Export wizard
    • Drag email messages from a PST file into the Archive
  • Messages in the In-Place / Online Archive are easily searchable and viewable in both Outlook on the web and Outlook
  • Data moved to the In-Place / Online Archive does not count towards the mailbox storage limit

Delays when moving items to the In-Place Archive

  • Emails manually dragged and dropped from the primary mailbox into its In-Place Archive may take up to 24 hours to appear in the Archive.
  • Retention policies run once every seven days in a random pattern so emails moved using a retention policy may not appear in the Archive for up to seven days.
 

How to Set an Archive Policy using Outlook on the web:

  1. Login to Outlook on the web
  2. Right-click the custom folder to which you want to assign an archive policy.
  3. From the pull-down menu that appears, select Assign Policy.
  4. From the Archive Policy menu, choose the archive policy you wish to apply.

How to Set an Archive Policy using Microsoft Outlook 2016 and later: 

  1. In Outlook, select the folder to which you want to assign an archive policy

  2. From the Outlook Ribbon, select the Folder tab

  3. From the Folder Menu, click the Policy button

  4. From the Online Archive Policy drop-down menu, choose the archive policy you wish to apply

Microsoft guidance

Microsoft support pages give comprehensive information about the In-Place Archive as well as detailed guidance on ways in which to move emails to it:

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