I really learn a lot from your videos. To my surprise today, I noticed that our university, which has recently migrated us to Outlook, has linked us to your video to explain archiving. Your content is that good! Well done Leila!
Great explanation Leila. For all us: ⚠ Just don't forget if your local hard drive dies or get in troubles, your local PST file with all emails is also gone for ever. So make sure you do backup on additional (portable) drive.
Though I knew about these, I like the clarity and simplicity you bring into your videos. I recommended your channel to my colleagues today. Keep up the good work. 👍🏻
Thank you for breaking this down - I was able to assist a coworker in archiving their old emails; there were thousands of emails. Your video greatly helped in my explanation of the 3 different archive styles. Thanks again.
Thank you @ Leila. I've been an IT for about 12 years now, but I haven't get a sense of how the archiving works with Microsoft Outlook... You explained it very well.... Please keep the videos coming.....!!!!!
Something to keep in mind for "Auto Archive" is that the aging is based on the Last Modified Date (not Date Received)! This confused me for ages - emails from 2018 were not moved to the archive - because I had "modified" them recently. If you see a rogue email, highlight it and press Ctrl-Enter, the Last Modified Date is displayed along with other attributes. Be patient, they will archive - eventually.
This was really helpful! Mircosoft has overused the word Archive when it comes to email and created a lot of confusion. I've been a victim of that confusion to colleagues about archiving and only at the end of our conversation we realise that we are talking about two different things!
Thank you Leila! You are going get a lot of likes w/o asking, as you are doing amazing work of helping thousands like me in all of Office productivity areas! Cheers! 😊👍
Very helpful, really learned how to reduce the size of inbox to improve performance vs. just organizing emails into folders or "fake" archiving. Thank you!
Great content, thank you! :) Just one addition info about pst/local archiving: it is dangerous in terms of possible hardware failure or file corruption. So its not a good idea to use pst at least to use it on a single computer. (If you want to use pst you have to take care about backuping that)
You explained the differences but could you pls explain more on online Archiving..any tricks /tips to make life easy. When i checked there are no rules / easy way to move bulk emails into online archive email box. Any help / video on that topic would be great
Leila, thanks for the video, it's helping me to reduce my email storage. I'm following your steps, but the "Achieve" folder isn't appearing as it did before. Can you explain how to make it appear?
I am involved in a project to migrate 700+ laptops from Win 10 to Win 11. We're about 25% through and about three so far have used Outlook PST files to store emails. As already discussed in this thread, these are normally stored on the device's hard drive and that applies to the ones I have encountered do far. What I have done is copy the PST file from legacy device to USB, then download from USB to new device's One Drive folder(C:\Users\FrozenHero\OneDrive). After that, I added the file to Outlook and Outlook/One Drive then downloaded emails once that was done. It was simply expedient to do it that way and it hasn't done any harm - One Drive seemed like a good place to put it as it offers plenty of storage to Enterprise users. Is that "online archiving", or is there a more efficient way?
Thank you for this explanation !! This has always been confusing to me. The Fake Archive on the Outlook Ribbon seemed sketchy to me and now I understand why. Thanks again !!
This video clarified the basics of Archiving which I am sure many of us not very clear about. I have a doubt, in case of Online Archiving the extra space consumed for Archiving is not charged or the storage is subscription based ?
I have a question Leila. For shared mailbox, is it mandatory to have license for Online archive? Because, I enabled Online archive for one Shared mailbox which doesn't have any license. Will it works or I have to assign license ? Please guide me.
Great as usual Leila, Could you please share more details about online archiving and advise if fees are applied ? Online storage limitations ? How secure is it from confidentiality point of view ?
Thanks. That helped. We're transitioning from desktop Outlook to cloud based. Is it possible to create folders with subfolders and then choose which folders to archive an email when using cloud based Outlook? Thanks.
Thanks for clearing up the confusion. My company does not allow for local archiving. I have to copy, or move my Outlook emails and folders to my 1 TB flash drive to have local copies …. Any ideas?
When you are using online archiving your company Exchange Server account, you will not have access to those archived emails when you leave the company, correct? That is why I use the local archive and save off the data file to another drive periodically.
That is very clear the way you explained it. I did not realize that the original idea behind archive is to save space! Question: do you know if there is a specific way to make an email "expire" in outlook? I keep a lot of coupons "just in case" and do not usually use them. It would be very cool if I could make them delete themselves on the expiration date.
Thank you Leila...you're always a "go-to" resource for straight forward MS issues. Quick question...online true archiving is not available for Microsoft 365 Family, correct? I cannot find it on my account.
Thank you for the valuable info, i have a question : i use Manual Archive on monthly basis, however OUTLOOK Data File Size is 9gb (reduced always whenever i ARCHIVE) but on the hard drive the Sie is 38gb , is this normal ? Note: i use OUTLOOK for work email, which is GOOGLE Account.
Hello. When I move mails from Inbox. In online archives they moved slow even I select 3-4 mails
3 ปีที่แล้ว
Hi Leila. What do you think about placing entire archive data file into the OneDrive folder? In my company its not allowed online archiving, but we have 1 TB od space at OneDrive. I just wonder if its not another option to stay synced across devices... Would it sync also on android phone..? Thx for your reply :)
How do I can see my working or office email in the other laptop/PC when I will leave my current organization? Now I can see my email in the office laptop. When I will leave this organization, I want to see all email communication in my own laptop. How can I do it?
I have pst archive, after the recent update to office 365, not able to search anything under archive folders. It just throws no result.why.. I have pst file even before the office 365 update.
Informative video. I would like to ask is there a method to save an email as a reference and how to easily find or retrieve this? For example there is an email with new policy that I want to be able to reference at a later time without having to find this within my inbox or creating yet another folder in outlook. Thanks.
I want to disable archive and I get this message in Admin 365, any advise... "Error - The following error occurred during validation in agent 'Archive ParameterSet Enforcement Agent': 'This operation only works with Archive or PermanentlyDisable parameters.'"
@Leila Gharani I've been searching for hours for a way to enable my outlooks quick action steps, do you know what may be causing me to not have the option? I'm currently using Outlook 2021 the desktop version.
Hi, now we are using inplace Archive and inplace archive has storage limit as well. When it gets full, it will not work and the option to do is to use the manual Archive or Auto Archiving. I have 1 question, is there a way to backup the inplace archive? we are trying to export it as .pst, but it is not working. Thanks in advance.
Dear Ms. Gharani: 2 things, THANK YOU for this piece on archiving. It remains opaque to me: for instance, can the auto archive dump into my One Drive in the "cloud?" I forgot the second thing, so just have a bit of a laugh. Best, NHG
I don't think the instructions for online archiving is complete. I tried to set up online archiving but cannot be done because I need to be an admin. I am the owner and the only person in my company account and I believe I am the admin but I can't seem to get Microsoft and help me solve this issue. What other steps are missing to make this online archiving work? I would like to learn more.
Sorry, nothing seems to be working for me. I have two email accounts. There are 3 files labeled "Archive". Only two contain any emails. One has all the emails but I think that is the one you called "Fake" because the files are all taking up space on the cloud and not stored on my hard drive. One "archive" file only has one file in it and the other has all the subfile labels but there is nothing in the file. I tried to experiment on one particular file by using the manual archive procedure but nothing shows up in the "archive" folder.
Question: if you are using Archiving and you need to search for an “old “ e-mail, does the Outlook search function automatically search through the Archived folders as well as your in-box? Thanks.
Yes and no. On a regular use level imo, MS seems to have tried to incorporate the archived emails in search. But I have an email box that I have to use-- i can't search across subfolders, where by I can do so in my personal box. IDK if this is a result of using online archive.
Great explanation Leila. For all us: ⚠ Just don't forget if your local hard drive dies or get in troubles, your local PST file with all emails is also gone for ever. So make sure you do backup on additional (portable) drive.
Hey i have windows 10 and my laptop is very old so i request u to make a video on how we can make windows 10 high - tech and it doesn't hang while sharing screen in teams
Stay ahead with our Weekly Newsletter. Get the latest insights and updates straight to your inbox 👉 link.xelplus.com/yt-c-newsletter
I really learn a lot from your videos. To my surprise today, I noticed that our university, which has recently migrated us to Outlook, has linked us to your video to explain archiving. Your content is that good! Well done Leila!
Great explanation Leila.
For all us:
⚠ Just don't forget if your local hard drive dies or get in troubles, your local PST file with all emails is also gone for ever.
So make sure you do backup on additional (portable) drive.
Though I knew about these, I like the clarity and simplicity you bring into your videos. I recommended your channel to my colleagues today. Keep up the good work. 👍🏻
Awesome, thank you!
Thank you for breaking this down - I was able to assist a coworker in archiving their old emails; there were thousands of emails.
Your video greatly helped in my explanation of the 3 different archive styles. Thanks again.
Glad it was helpful, Simon!
Thank you @ Leila. I've been an IT for about 12 years now, but I haven't get a sense of how the archiving works with Microsoft Outlook... You explained it very well.... Please keep the videos coming.....!!!!!
Something to keep in mind for "Auto Archive" is that the aging is based on the Last Modified Date (not Date Received)! This confused me for ages - emails from 2018 were not moved to the archive - because I had "modified" them recently. If you see a rogue email, highlight it and press Ctrl-Enter, the Last Modified Date is displayed along with other attributes. Be patient, they will archive - eventually.
Just spent a few hours trying to figure out why my old emails are not being archived... Thank you very much!
I'm happy I found your channel. I love how you keep things simple and easy to understand and at a great pace!
Great refresher and nice motion graphics. good job!
Thanks Leila!
Always learning something new on your channel!
Happy to hear that!
Great video, has been searching and this is the simplest explanation for me
Yup, Helped a lot. There was confusion about archiving..THANKS! As always a great video..
This was really helpful! Mircosoft has overused the word Archive when it comes to email and created a lot of confusion. I've been a victim of that confusion to colleagues about archiving and only at the end of our conversation we realise that we are talking about two different things!
Thank you Leila! You are going get a lot of likes w/o asking, as you are doing amazing work of helping thousands like me in all of Office productivity areas! Cheers! 😊👍
Thank you so much Vijay!
Saved me a ton of time figuring out what to do with extremely old emails I dont need access to but wanted to keep. Thank you!
Very helpful, really learned how to reduce the size of inbox to improve performance vs. just organizing emails into folders or "fake" archiving. Thank you!
Stunning video! Organized and well presented by an obvious expert. Many thanks!
Hi Leila. Interesting archiving options! Thanks for explaining the choices :)) Thumbs up!!
Almost too many choices :) Thanks Wayne!
Thanks! Your intelligence and clarity are appreciated?
U explain beautifully ❤ crisp n clear
Thanks alot for explaining the differences in this tool Leila. I'm trying to make better use of Outlook.
You're very welcome, Anthony!
Thanks again for being a saviour, Leila
Thanks for the presentation… useful as always…!!!
@pinnėd by Leila Gharani
Lmao what a dumb spam bot
This is brilliant and very well explained. I'll be telling everybody :)
Thank you Leila
OMG You're brilliant! Thank you so much. Explains a lot of issues I've been having.
Thanks for sharing knowledge. You're amazing!
I appreciate that!
Great content, thank you! :) Just one addition info about pst/local archiving: it is dangerous in terms of possible hardware failure or file corruption. So its not a good idea to use pst at least to use it on a single computer. (If you want to use pst you have to take care about backuping that)
Leila - once again - very excellent presentation
Many thanks!
thanks a lot for explaining the issue and features so well.
Fantastic I always wondered what the Archive button did.
simple, crisp, informative and helpfull
You explained the differences but could you pls explain more on online Archiving..any tricks /tips to make life easy. When i checked there are no rules / easy way to move bulk emails into online archive email box. Any help / video on that topic would be great
Outstanding, simple but thorough explanation on the topic. Well done!
Thank u for the sharing such a valuable information.
Please make a video on Document Management System that are freely available and easy to install.
Leila, thanks for the video, it's helping me to reduce my email storage. I'm following your steps, but the "Achieve" folder isn't appearing as it did before. Can you explain how to make it appear?
Leila Gharani you helped me lots. You're my fav youtuber. Stay blessed!
My pleasure 😊
Very clear and helpful. Thanks
As you mentioned "compliance", many companies are no longer supporting PST "archives" via policies.
Now I understand Archive properly, thanks 😀
Welcome 👍
Thank you! This was very clear and helpful or me!
As an independent contractor (no company IT dept), can/how do we online archive using our OneNote account?
Awesome per usual!
Very good tips, as usual 😊. Looking forward to learning PowerBI from you soon 😉
very nice and usefull keep it up mam👏👌👍
I am involved in a project to migrate 700+ laptops from Win 10 to Win 11. We're about 25% through and about three so far have used Outlook PST files to store emails. As already discussed in this thread, these are normally stored on the device's hard drive and that applies to the ones I have encountered do far.
What I have done is copy the PST file from legacy device to USB, then download from USB to new device's One Drive folder(C:\Users\FrozenHero\OneDrive). After that, I added the file to Outlook and Outlook/One Drive then downloaded emails once that was done.
It was simply expedient to do it that way and it hasn't done any harm - One Drive seemed like a good place to put it as it offers plenty of storage to Enterprise users. Is that "online archiving", or is there a more efficient way?
Great, simple and clean. Thanks a lot
Veey helpful and clear explanation..
Extremely helpful, thanks Leila!!
You're so welcome, Chris!
Thank you for this explanation !! This has always been confusing to me. The Fake Archive on the Outlook Ribbon seemed sketchy to me and now I understand why. Thanks again !!
Glad it was helpful, Stacey!
Excellent video Many thanks
Very Helpful Video
This video clarified the basics of Archiving which I am sure many of us not very clear about. I have a doubt, in case of Online Archiving the extra space consumed for Archiving is not charged or the storage is subscription based ?
I have a question Leila. For shared mailbox, is it mandatory to have license for Online archive? Because, I enabled Online archive for one Shared mailbox which doesn't have any license. Will it works or I have to assign license ? Please guide me.
Very helpful, thankyou very much
Thats a great quality video
Helpful video, thanks
Thank you! This is GREAT!
Thank you, this was helpful.
Great as usual Leila, Could you please share more details about online archiving and advise if fees are applied ? Online storage limitations ? How secure is it from confidentiality point of view ?
Ok but how do you set up those separate archiving locations? I don’t have those options on my outlook
Could I locate my .pst file on OneDrive, Dropbox etc, so that it was accessible on all devices?
How does one get the Archive icon together with the delete and flag icons - far right column. Great video by the way.
Can you make videos on Web outlook multiuser email and bookings meetings, adding people to the meeting when it comes.
Thanks. That helped. We're transitioning from desktop Outlook to cloud based. Is it possible to create folders with subfolders and then choose which folders to archive an email when using cloud based Outlook? Thanks.
vERY INFORMATIVE VIDEO
Thanks for clearing up the confusion.
My company does not allow for local archiving. I have to copy, or move my Outlook emails and folders to my 1 TB flash drive to have local copies …. Any ideas?
really helpful video
When you are using online archiving your company Exchange Server account, you will not have access to those archived emails when you leave the company, correct? That is why I use the local archive and save off the data file to another drive periodically.
That is very clear the way you explained it. I did not realize that the original idea behind archive is to save space! Question: do you know if there is a specific way to make an email "expire" in outlook? I keep a lot of coupons "just in case" and do not usually use them. It would be very cool if I could make them delete themselves on the expiration date.
Can we setup policy that automatic emails will be archived if mail in inbox exceeds 48gb.. rather than doing it manually
Thank you Leila...you're always a "go-to" resource for straight forward MS issues.
Quick question...online true archiving is not available for Microsoft 365 Family, correct? I cannot find it on my account.
Correct, only for enterprise and business.
Thank you for the valuable info, i have a question : i use Manual Archive on monthly basis, however OUTLOOK Data File Size is 9gb (reduced always whenever i ARCHIVE) but on the hard drive the Sie is 38gb , is this normal ? Note: i use OUTLOOK for work email, which is GOOGLE Account.
Hello. When I move mails from Inbox. In online archives they moved slow even I select 3-4 mails
Hi Leila. What do you think about placing entire archive data file into the OneDrive folder? In my company its not allowed online archiving, but we have 1 TB od space at OneDrive. I just wonder if its not another option to stay synced across devices... Would it sync also on android phone..?
Thx for your reply :)
Thank you very much indeed.
Thank you! This is helpful 👏♥️
You're so welcome!
How do I can see my working or office email in the other laptop/PC when I will leave my current organization? Now I can see my email in the office laptop. When I will leave this organization, I want to see all email communication in my own laptop. How can I do it?
I have pst archive, after the recent update to office 365, not able to search anything under archive folders. It just throws no result.why.. I have pst file even before the office 365 update.
When you delete users accounts on Microsoft admin can you still access their emails from the retention policy?
Informative video. I would like to ask is there a method to save an email as a reference and how to easily find or retrieve this? For example there is an email with new policy that I want to be able to reference at a later time without having to find this within my inbox or creating yet another folder in outlook. Thanks.
You could create a category tag called [reference] and then tag the email with that reference.
I want to disable archive and I get this message in Admin 365, any advise...
"Error -
The following error occurred during validation in agent 'Archive ParameterSet Enforcement Agent': 'This operation only works with Archive or PermanentlyDisable parameters.'"
How to select multiple mail or select all for in place archive.
Wondelful! ♥♥
@Leila Gharani I've been searching for hours for a way to enable my outlooks quick action steps, do you know what may be causing me to not have the option? I'm currently using Outlook 2021 the desktop version.
thanks ! can a gmail account be autoarchived ?
Hi, now we are using inplace Archive and inplace archive has storage limit as well. When it gets full, it will not work and the option to do is to use the manual Archive or Auto Archiving.
I have 1 question, is there a way to backup the inplace archive? we are trying to export it as .pst, but it is not working. Thanks in advance.
I have archive 2021 in my computer , but I want to create the same sub folder name as archive 2021 , how to create it
Dear Ms. Gharani: 2 things, THANK YOU for this piece on archiving. It remains opaque to me: for instance, can the auto archive dump into my One Drive in the "cloud?" I forgot the second thing, so just have a bit of a laugh.
Best,
NHG
Change the storage path to a one drive folder before clicking ok
Can we auto archive to specific archive subfolder?
I don't think the instructions for online archiving is complete. I tried to set up online archiving but cannot be done because I need to be an admin. I am the owner and the only person in my company account and I believe I am the admin but I can't seem to get Microsoft and help me solve this issue. What other steps are missing to make this online archiving work? I would like to learn more.
how to back up emails and not show personal folders created?
Sorry, nothing seems to be working for me. I have two email accounts. There are 3 files labeled "Archive". Only two contain any emails. One has all the emails but I think that is the one you called "Fake" because the files are all taking up space on the cloud and not stored on my hard drive. One "archive" file only has one file in it and the other has all the subfile labels but there is nothing in the file. I tried to experiment on one particular file by using the manual archive procedure but nothing shows up in the "archive" folder.
My organization is deleting all email after 30 days and archive is getting deleted after 90 days, can you help ?
Question: can I archive multiple email accounts in the sane archive file, like organizing files by year?
Very helpful Cheers
Glad to hear it, Reuben!
Question: if you are using Archiving and you need to search for an “old “ e-mail, does the Outlook search function automatically search through the Archived folders as well as your in-box? Thanks.
Yes and no. On a regular use level imo, MS seems to have tried to incorporate the archived emails in search. But I have an email box that I have to use-- i can't search across subfolders, where by I can do so in my personal box. IDK if this is a result of using online archive.
I am using Office 365. When using archive in 365 Outlook are all files web archived?
how do i get the archive folder on my hard drive?
Great explanation Leila.
For all us:
⚠ Just don't forget if your local hard drive dies or get in troubles, your local PST file with all emails is also gone for ever.
So make sure you do backup on additional (portable) drive.
Hey i have windows 10 and my laptop is very old so i request u to make a video on how we can make windows 10 high - tech and it doesn't hang while sharing screen in teams
Thank you.