Introduction
Over winter break 2024, the Minnesota State System Office implemented In-Place automatic email archiving to automatically archive emails older than 9 months (280 days). Following implementation, we learned this change also automatically archived other items within Outlook such as calendar items, notes and tasks. This change affects all accounts in the Microsoft 365 (M365) Shared Tenant, including all St. Cloud State students, faculty, staff and shared mailbox accounts.
In St. Cloud State's testing, we have found that experiences may differ depending on the version of Outlook you are using (e.g. Classic Outlook, New Outlook, web-based Outlook, mobile app, etc.) For example, in New Outlook, some items may remain in your primary folder instead of automatically moving to an archived folder.
Overview:
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Automatic archiving is a feature that automatically stores items in a separate archive folder labeled “In-Place Archive" or "Online Archive", along with your name, account or email address; depending on which version of Outlook you are using.
How to Access Your In-Place Archive:
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The In-Place Archive should be located in the left folder pane in Outlook, below your primary folder. Examples of how the archive may look are below, although, your experience may differ depending on which version of Outlook you are using.
Outlook Email example
Outlook Calendar example
Outlook Notes example
Outlook Tasks example
Q&A
Will I be able to search all of my mailboxes at the same time using the Search tool in Outlook, or will I need to search the archived mailbox separately?
This will depend on the version of Outlook you are using. Outlook for the Web, New Outlook, Classic Outlook, Outlook 2019, 2021, 2024 all show slightly different user experiences.
Will my Inbox file system be replicated in the archived version?
Yes, the folder structure is rebuilt in the Archive. If you create an additional folder in your primary Inbox it will be created in the Archive when items in that folder hit the 280 day timer. If you delete a subfolder in your primary Inbox, it will not delete from the Archive Inbox as there are items in the Archive version of the subfolder. However, if you delete the folder from both your primary and archived Inboxes then it would be completed removed.
How does auto-archiving help with storage limits?
Functionally, the archived data is being shifted to a location within Microsoft that is different and separate from the data that resides in your Mailbox.
Will it take longer for file searches in the archive?
Technically it is running on slower disk speed, but in Minnesota State's testing this was negligible. Therefore, we don't expect a significant increase in the time it takes Outlook searches to load results in the archived mailbox compared to the primary mailbox.
I can't find my Outlook notes or Windows sticky notes. How can I retrieve them?
1) Open Classic Outlook 365. You can tell if you are using the Classic Outlook 365 app by checking the toggle switch on the top right side of the screen, right under the close button that says "Try the new Outlook". If the toggle is set to "Off", you are using Classic. If it's set to "On", you are using Outlook New. Toggle that switch to Off to get back to Classic Outlook.
2) Click on the More Apps button on the left side of the screen to reveal other options, then 3) select the Notes app.
4. Click on the down arrow next to "My Notes" to expand your list, then 5) Select Notes - Online Archive - starid@(go.)minnstate.edu to view notes that are saved in your online archive.
Since the Notes app is being phased out and no longer available in New Outlook, we recommend transitioning to the M365 OneNote app.