The LSUHSC N.O. Personal Email Archive in Office 365


Contents

Introduction

Accessing the Archive

Accessing the Archive – Outlook

Accessing the Archive – Outlook Web App

Searching the Archive

Basic Search – Outlook

Regular Search- Outlook Web App

Advanced Find – Outlook

Using Boolean Operators

Browsing the Archive

 

Introduction

All mail items 2 years or older will automatically be moved to your Office 365 personal email archive.  You may manually move mail items into your personal archive at any time.  Your personal email archive is accessible from Outlook (Windows) or Outlook Web App (Windows or Mac) which allows you to view and search both your primary mailbox and personal archive at the same time.  The personal archive can be browsed by folder, sorted, or searched just as you would in your primary mailbox.

Your personal email archive retains the last folder where items were located prior to being archived.  However, unlike the on-premises email archiving system, purged or permanently deleted items will not be available in your personal archive.  Therefore, please retain items which you may need at a later date.

 

Accessing the Archive

Your LSUHSC N.O. Office 365 personal email archive can be found in both Outlook (Windows) or Outlook Web App (Windows or Mac). Once inside the archive, you can move and delete mail items the same way you would in your normal mailbox. Note: if you move items back to your primary mailbox that are two years or older, they will automatically be moved to your archive within a day or two.

 

Accessing the Archive – Outlook

To access the email archive in Outlook, click the folder that starts with “Online Archive.”  This folder is located in the bottom left of the folder pane as seen in the screenshot below.

 

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Accessing the Archive – Outlook Web App

  1. If you don’t see a folder starting with “Personal Archive,” click the more button on the left side of the screen under folders.
  2. Click the folder that starts with “Personal Archive.”

 

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Searching the Archive

The email archive interface in Outlook offers two types of search, a basic search and an Advanced Find, to help you locate specific email items in the archive. Outlook Web App provides only a basic search interface.

 

Basic Search – Outlook

Before searching, click the folder that starts with “Online Archive.”  Then, make sure the dropdown menu above your message list has “Current Mailbox” selected. If you want to search both your archive and your mailbox, select “All Mailboxes.” From here you can search all of your mail, including the email archive by typing in the box to the left of the dropdown menu.

 

Regular Search- Outlook Web App

Before searching, click the folder that starts with “Personal Archive.”  Then click on the box with the search icon and type what you intend to search. Hit enter and select the bubble that begins with “Personal Archive.”

 

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Advanced Find – Outlook

Click on the search box above your message list. If you look above the search box, you should see that a new menu has appeared – the search menu. From here select the “Search Tools” button and click on “Advanced Find.” From here you can add even more parameters to your search.

 

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Using Boolean Operators

Boolean operators can be incredibly useful to narrow down search results. For a list of all Boolean operators that can be used, visit: https://support.office.com/en-us/article/Learn-to-narrow-your-searchcriteria-for-better-searches-in-Outlook-D824D1E9-A255-4C8A-8553-276FB895A8DA

 

 

Browsing the Archive

You would browse folders in your email archive, instead of searching, when you want to locate messages you’ve filed to particular folders.   To browse the archive through Outlook and Outlook Web App you must click the arrow to the left of your archive mailbox to expand the folder list.  Whenever an email item is brought to the archive, it retains the last folder that the item was in.  

While browsing the archive, you can do every task that you would normally do in your mailbox, such as: creating a new folder, moving mail items to different folders, and moving mail items in and out of the archive. Note: if you move items back to your primary mailbox that are two years or older, they will automatically be moved to your archive within a day or two.

 

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