Question
What is email auto-archiving in Outlook?
Overview
What is Auto-Archiving?
Auto-archiving is a feature that automatically stores older emails in a separate archive folder called “In-Place Archive - starid@(go.)minnstate.edu”, “Online Archive”, or "In-Place Archive -LName, FName”. This helps keep your primary mailbox organized and ensures you have access to important emails without cluttering your inbox. All mailbox items (including emails, calendar items, notes, tasks, and RSS feeds) older than 9 months (280 days) will automatically be moved to your In-Place Archive. Any existing folder structure you have created for managing your email will be replicated from your mailbox to your In-Place Archive.
Accessing Your In-Place Archive
For Outlook Desktop App and Web Application:
- In the folder pane on the left, find the tab called In-Place Archive – starid@(go.)minnstate.edu located below your primary mailbox.
- Click on a folder within the In-Place Archive – starid@(go.)minnstate.edu folder to view your archived emails and other mailbox items as seen in Figure 1.
- Note for web application users: You cannot view your archived calendar items in the Outlook web application. To view archived calendar items, you must use the Outlook desktop app.
Figure 1: Shows a screenshot of an Outlook inbox on the desktop or web application with the In-Place Archive Inbox folder circled.
For Outlook Mobile App on Android and iOS:
- In the folder pane on the left, find the tab called Online Archive located below your primary mailbox.
- Click on a folder within the Online Archive folder to view your archived emails and other mailbox items as seen in Figure 2.
- Note for web application users: You cannot view your archived calendar items or notes in the Outlook web application. To view archived calendar items and notes, you must use the Outlook desktop app.
Figure 2: Shows a screenshot of an Outlook inbox on the mobile app with the Online Archive folder circled.
FAQs
Q: Why did this change happen?
A: Microsoft has adjusted storage limits for education accounts, requiring Minnesota State to manage email storage across the system better. Automatic archiving is a proactive way to ensure we stay compliant while maintaining full access to all your emails.
Q: When did this change happen?
A: This change was implemented on December 26, 2024.
Q: Who did this change affect?
A: All users including Faculty, Staff and Students who use the Microsoft Outlook system were affected by this change.
Q: How do I find my archived emails and other mailbox items (i.e. calendar items, notes, tasks, and RSS feeds)?
A: Either scroll to “In-Place Archive-StarID@(go.)minnstate.edu” and select a folder to browse through, or use the search function in Outlook. Instructions may vary based on the app you're using, see above for step by step instructions. Note for web application users: You cannot view your archived calendar items in the Outlook web application. To view archived calendar items, you must use the Outlook desktop app.
Q: Can I access my archived emails from my mobile device?
A: Yes, you can access archived emails from the Outlook mobile app on Android and iOS. See above for instructions.