Microsoft 365 Outlook Automatic Archiving

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Introduction

Automatic archiving helps manage mailbox size and improve performance by moving older items to a separate archive folder labeled “In-Place Archive” or “Online Archive”, depending on your version of Outlook.

Items older than 9 months (280 days) are automatically moved to your In-Place Archive.
Your existing folder structure is replicated in the archive, so organization is preserved.

🔍 How to Access Your In-Place Archive

The archive folder appears in the left folder pane in Outlook, below your primary mailbox. The appearance may vary depending on your Outlook version.

Outlook Email example

Outlook Calendar example

Outlook Notes example

Outlook Tasks example

❓ Q&A

Can I search both my mailbox and archive at once?

It depends on your Outlook version. Outlook for the Web, New Outlook, Classic Outlook, and Outlook 2019–2024 all offer slightly different search experiences.

Will my folder structure be preserved?

Yes. The folder structure from your primary mailbox is rebuilt in the archive.

If you add a folder in your Inbox, it will be created in the archive once its contents reach the 280-day threshold.
If you delete a folder in your Inbox, it will not be removed from the archive unless you delete it from both locations.

How does auto-archiving help with storage limits?

Archived data is stored in a separate Microsoft location, freeing up space in your primary mailbox.

Will searches in the archive be slower?

Technically, archive storage uses slower disk speeds, but Minnesota State testing found the difference to be negligible. Search performance should remain consistent.

I can't find my Outlook Notes or Windows Sticky Notes. What should I do?

Open Classic Outlook 365.
- Check the toggle switch at the top right of the screen.
- If it says "Try the new Outlook", toggle it Off to return to Classic Outlook.
Click the More Apps button on the left side.
Select the Notes app.
Click the down arrow next to "My Notes" to expand your list.
Select Notes – Online Archive – starid@(go.)minnstate.edu to view archived notes.