This article explains how to move emails from your primary mailbox or local folders into your Online Archive. Using the Online Archive helps keep your primary inbox within storage limits and ensures your data is backed up in the cloud.
What is the Online Archive?
It is a secondary mailbox provided by the university that does not count toward your primary mailbox limit. It is stored permanently in the cloud.
Prerequisites
- A stable internet connection (the Online Archive is cloud-based).
- Microsoft Outlook for Desktop (Recommended) or Outlook on the Web.
- Confirmation from IT that "In-Place Archiving" is enabled for your account.
Moving Emails Manually
Use this method if you want to archive specific folders or groups of emails immediately.
- Locate your Online Archive folder in the left-hand sidebar of Outlook. It is usually labeled Online Archive - [Your Name].
- Select the emails or the folder you wish to move from your Inbox.
- Right-click the selection and choose Move > Other Folder...
- In the list that appears, scroll down to the Online Archive section and select your destination folder.
- Click OK . The items will begin moving to the cloud.
Frequently Asked Questions
How do I search the Online Archive?
When using the search bar at the top of Outlook, click the dropdown menu next to the search icon and ensure "All Outlook Items" is selected. Otherwise, Outlook may only search your primary Inbox.
Why can't I see my Archive when I'm offline?
The Online Archive is a cloud-only feature to save space on your computer's hard drive. You must have an active internet connection to access these messages.
Need Help?
If you encounter errors or do not see the "Online Archive" folder, please contact the IT Help Desk or submit a ticket via the Portal. https://ithelp.stjohns.edu or call 718-990-5000