The new policy creates an Archive Mailbox where users can store historical email data to free up space in their primary mailbox.

•  Note: this is separate from the Archive folder users see in their mailbox.  
   

Archiving enables the user to: 

• Easily free up Primary Mailbox storage space, preventing the exhaustion of space in the user’s Primary Mailbox.  
• Search for and retrieve specific emails or attachments in the Archive Mailbox.  

Long-term Retention of Important Documents  

Archiving enables the university to:

• Retain important email content, such as research documents, grant proposals, and other important documents, in a secure location for a long-term period. This can help to ensure that important information is not lost or deleted accidentally and can be accessed by authorized users in the future.  
• Store historical email data in a separate location from the user’s Primary Mailbox, freeing up space in the Primary Mailboxes, and improving the performance of the email system.  

LSUMail Auto-Archive Rules:

Any content in the user’s Primary Mailbox “Junk” folder will be moved to the user’s Archive Mailbox “Junk” folder after 30 days.  

Any content in the user’s Primary Mailbox “Clutter” folder will be moved to the user’s Archive Mailbox “Clutter” folder after 30 days.  

Recommended Archive Rules: 

Users can also move email items from the primary mailbox to the archive mailbox automatically, using Archive Polices, to reduce the size and improve the performance of the primary mailbox. See the Microsoft article Archive Older Items Automatically for further information on these rules.

ITS recommends that you look at the email messages you want to keep and make personal rules to migrate that content to the mailbox archive. Examples of folders or content to utilize with personal rules may be:

• Create a rule to archive contents of the Primary Mailbox "Deleted Items" Folder  
• Create a rule to archive contents related to listserv  
• Create a rule to archive alert messages  

Accessing and Using the Archive Mailbox 

The only mechanisms for accessing the Archive Mailbox are through the Microsoft Outlook client software or the Microsoft Outlook Web Access web portal. 

Users can drag and drop messages from .pst files into the archive, for easy online access. See the article Manage email storage with online archive mailboxes for more information.

Users can also move email items from the primary mailbox to the archive mailbox automatically, using Archive Polices, to reduce the size and improve the performance of the primary mailbox. See the article Import data from a .pst file using Outlook's Import and Export wizard for more information.

For additional resources, please see the Microsoft article Archive Client and Compliance & Security Feature Details.

Referenced from: Microsoft.com