Outlook's Online Archive (or Personal Archive) is a feature for Microsoft 365 enterprise customers who have large mailboxes and would prefer to avoid deleting old mail.

Online Archive and Personal Archive are two terms Microsoft uses to refer to the same secondary archive mailbox. You will see the term Online Archive in the Outlook client and Personal Archive in Outlook for the web. Despite the difference in names, they both share the same items and folder structure.  Your archive mailbox can store email messages that you don't want to consume your primary mailbox's storage of 100 GB. This specialized archive mailbox appears alongside your other mailbox folders in Outlook and allows you to manually move items as needed. Your archive mailbox provides an additional 100 GB. It is also subject to the 2-year retention policy.

• In the Outlook client, it appears as "Online Archive - uniqname@med.umich.edu"
• In Outlook for the web (OWA), it appears as "Personal Archive - LastName, FirstName"

Note: Items in your archive mailbox are not included in searches performed in your primary mailbox. You must click on the archive mailbox before you begin searching.

Move Inbox items to Online Archive in the Outlook desktop client

Move an entire folder

1. Open the Outlook client and view your mailbox.
   
   
2. In the Folder Pane, identify a folder you want to move to Online Archive.
   
   
3. Right-click the folder and select Move Folder.
   
   
   
4. In the dialog box, scroll down and select Online Archive - uniqname@med.umich.edu.
   
   
   
5. Click OK.
   Note: The move will process in the background and may take a while if you are moving a large quantity of items. Outlook will show "Processing..." in the status bar until the move is complete.

Move a subset of items within a folder

1. Open the Outlook client and view your mailbox.
   
   
2. In the Folder Pane, click a folder with a range of items you want to move to Online Archive.
   
   
3. Press and hold Shift to select a range of items.
   
   
   
4. Right-click the range of items and select Move > Other Folder.
   
   
   
5. In the dialog box, scroll down and select Online Archive - uniqname@med.umich.edu.
   
   
   
6. If you previously created folder structures in Online Archive, click the arrow to expand, and then click the desired folder.
   
   
   
7. Click OK to begin the move.
   Note: The move will process in the background and may take a while if you are moving a large quantity of items. Outlook will show "Processing..." in the status bar until the move is complete.
   
   
8. Optional: To create a new folder in Online Archive, click New... and type the name of the folder.
    
   
   
9. Click OK to create the new folder, then OK again to confirm the item move.
   Note: The move will process in the background and may take a while if you are moving a large quantity of items. Outlook will show "Processing..." in the status bar until the move is complete.

Move Inbox items to Personal Archive in Outlook for the web (OWA)

Move an entire folder

Note: This functionality is not currently possible in Outlook on the web. See below for how to move a subset of items instead.

Move a subset of items within a folder

1. Navigate to Outlook on the web (OWA) and login with your Michigan Medicine (Level 2) account.
   
   
2. In the Folder Pane, click a folder with a range of items you want to move to In-place Archive.
   
   
3. Click the checkbox to select each item to move.
   
   
   
4. In the Home ribbon, click Move to, click In-place Archive - LastName, FirstName, and then click the desired folder.
    
   
   
   • Optional: To create a new folder in Personal Archive, type the name and then click Save.
     
     
     
5. A confirmation box will briefly show at the bottom of your mailbox indicating your items have been moved.