Outlook Email 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”. This helps keep your primary mailbox organized and ensures you have access to important emails without cluttering your inbox.

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:

1. In the folder pane on the left, find the tab called In-Place Archive – starid@(go.)minnstate.edu located below your primary mailbox.
2. 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. 
3. 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:

1. In the folder pane on the left (swipe to open menu if you don't see it), find the tab called Online Archive located below your primary mailbox.
2. Click on a folder within the Online Archive folder to view your archived emails and other mailbox items as seen in Figure 2. 
3. 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.

 

Searching the Email Archive

If you are looking for a specific archived email, you can use the Outlook search function to locate it efficiently.

For Outlook Desktop App (Windows):

1. Open Outlook and click into the Search Bar at the top.

2. Click on All Mailboxes, and then select In-Place Archive from the dropdown menu.

3. Type in relevant keywords, sender name, or subject line related to the email.

4. Press Enter to see results.

For Outlook Desktop App (Mac):

1. Open Outlook and click into the Search Bar at the top.

2. A menu will appear; click the dropdown that says Current Mailbox.

3. Choose the option Online Archive (Mac users may see "Online Archive" instead of "In-Place Archive").

4. Enter relevant keywords, sender name, or subject line.

5. Press Enter to search.

For Outlook Web Application:

1. Open Outlook Web Application and navigate to the In-Place Archive folder in the folder pane.

2. Click into the Search Bar at the top.

3. Click on the Filters button and select All Folders in Archive.

4. Enter the search criteria (e.g., sender, subject, or keywords).

5. Press Enter to see results.

For Outlook Mobile App (Android/iOS):

1. Open the Outlook app and tap the Search icon (magnifying glass).

2. Enter relevant keywords, sender name, or subject line.

3. Scroll down and look for results under Archive.

 

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: You can find your archived emails and other mailbox items by following these steps:

1. Outlook Desktop App (Windows):

   • Scroll to “In-Place Archive-StarID@(go.)minnstate.edu” and select a folder to browse through.
   • Alternatively, use the search function in Outlook. Click on the search bar and type in your query to find specific items.

2. Outlook Web Application, Outlook Mobile App (iOS and Android), Outlook Desktop App (Mac):

   • Note: You cannot access your archived items in these apps. Use the Outlook Desktop App to access any needed items. 

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.

Q: Will the auto-archiving process continue?
A: Yes, the auto-archiving process will continue indefinitely. Emails and other mailbox items older than 280 days will be scanned and moved to your archive approximately every hour if they meet the age requirement.

Q: Does this change affect OneDrive files?
A: No, this change does not affect OneDrive files. Auto-archiving only applies to emails and other mailbox items in Outlook. Your OneDrive files and storage are managed separately.