Online Archive

To help manage mailbox storage, an Online Archive or In-Place Archive is enabled for your mailbox. This archive mailbox is stored in Microsoft 365, remains accessible from Outlook, and appears alongside your primary mailbox folders.
Before you begin: The Online Archive is different from the regular Archive folder in Outlook. The regular Archive folder is part of your primary mailbox. The Online Archive is a separate archive mailbox.

Overview ▾

The Online Archive is a separate mailbox used for long-term email storage. When enabled, it can help reduce storage usage in your primary mailbox by moving older messages into the archive mailbox based on assigned archive policies.

  • The archive mailbox is enabled by default.
  • The archive appears automatically in supported versions of Outlook once it is enabled.
  • Messages older than two years are automatically moved.
  • The archive mailbox remains accessible from Outlook and Outlook on the web.
  • The Online Archive does not count against your primary mailbox storage quota.

How It Works ▾

  • Your archive mailbox is enabled by default and appears in Outlook when available.
  • Emails older than two years are moved to the Online Archive automatically.
  • You can access archived messages from Outlook the same way you access messages in your primary mailbox.
Note: The Move to Archive button in Outlook moves messages to the regular Archive folder in your primary mailbox. It does not move messages to the Online Archive.

What It Looks Like ▾

When the Online Archive is enabled, it appears as a separate archive mailbox in Outlook. The exact name and location may vary depending on the Outlook version.

New Outlook

In-Place Archive in new Outlook

Classic Outlook

Online Archive in classic Outlook

Outlook on the Web

In-Place Archive in Outlook on the web

Outlook for Mac

Online Archive in Outlook for Mac
Note: Microsoft commonly labels the archive as In-Place Archive in new Outlook and Outlook on the web, while classic Outlook and Outlook for Mac may show Online Archive.

Search the Online Archive ▾

If you are searching for an older email and cannot find it, the message may be in your Online Archive. Search scope matters because Outlook may search only the currently selected folder by default.

  1. Open Outlook.
  2. Look in the folder list for Online Archive, In-Place Archive, or a similarly named archive mailbox.
  3. Select the archive mailbox or the folder within the archive where the message may be located.
  4. Use the search bar to search by sender, subject, keyword, or date.
  5. If available, change the search scope to All Mailboxes to include both your primary mailbox and archive mailbox.

Search scope set to All Mailboxes

Tip: If you have a specific folder selected, Outlook may search only that folder. Change the search scope or select the Online Archive before searching.

Archive Folder vs. Online Archive ▾

Feature Archive Folder Online Archive / In-Place Archive
Location Part of your primary mailbox Separate archive mailbox stored in Microsoft 365
How messages get there Usually by selecting the Archive button or manually moving messages E-mails older than 2 years are automatically moved
Purpose Quickly move messages out of the Inbox Long-term storage for older mailbox items
Storage impact Still part of the primary mailbox Does not use space in the primary mailbox
Managed by User Microsoft 365 cloud

Frequently Asked Questions ▾

I am searching for an email but cannot find it. How do I know if it is in my Online Archive?

Select the Online Archive or In-Place Archive mailbox from the folder list, then search from there. You can also change the search scope to All Mailboxes, if that option is available.

Are all old emails automatically moved to the Online Archive?

Messages older than two years are automatically moved to your online archive.

What is the difference between the Online Archive and the Archive folder in Outlook?

The regular Archive folder is part of your primary mailbox. The Online Archive is a separate archive mailbox stored in Microsoft 365 and designed for long-term storage.

Can I delete the Online Archive or turn it off?

No. The online archive and cannot be removed or disabled by users.

Will this affect my mailbox quota?

Yes, in a helpful way. Moving older messages to the Online Archive helps reduce storage usage in your primary mailbox.

Troubleshooting ▾

  • If you do not see an Online Archive or In-Place Archive, you may not be using a supported application.
  • If you cannot find an older message, search both your primary mailbox and the Online Archive.
  • If search results are missing, check whether Outlook is searching only the current folder.
  • If the archive appears in Outlook on the web but not the desktop app, restart Outlook and make sure the Outlook app is updated.
  • If you believe messages should be archived but are not appearing in the Online Archive, contact the Help Desk.

Still Need Help?

If you need help accessing or searching your Online Archive, please contact the Help Desk at 561-297-3999 for assistance.

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