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Oklahoma State University

Email On-Line Archive Policy Activation

On May 16, 2022, IT will be enabling a default policy to move emails older than five (5) years to users' and service accounts' online archives. Online archiving has been enabled for every mailbox for several years. However, we have not had a policy set to automatically move old emails into the online archive. Although, some users have already manually set policies and have been using the feature.

An online archive mailbox is a specialized mailbox that appears alongside the users' primary mailbox folders in Outlook or Outlook on the web. Users can access the archive in the same way that they access their primary mailboxes. In addition, they can search both their archives and primary mailboxes.

The purpose of the online archive and the five year archive policy is to reduce the size and improve the performance of the primary mailbox. The five year archiving policy will keep the folder structure of the primary mailbox and no items will be deleted.

How are you affected on May 16th, 2022?
- This policy will be applied to all folders in your inbox.

What should I do?
- No action is required on your part as the policy will apply to all folders in your inbox.
- You may adjust your 'Time to Archive' from five years to as little as one week.
- You may not opt out of automatic On-line Archiving.

If you have any questions, please contact the IT Helpdesk at or 405-744-4357.
Campuses Affected:
  • OSU-Stillwater
  • OSU-Tulsa
  • OSU Center for Health Services
  • OSU-Institute of Technology
  • OSU-Oklahoma City
  • Connors State College
  • Langston University
  • Panhandle State University
  • Northeastern Oklahoma A & M
  • Northern Oklahoma College at Stillwater
  • Services Affected:
    Microsoft Outlook 2013 and later, Outlook for Mac, Outlook on the Web
    Announcement Contact Information: