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 @ 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.....!!!!!
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!
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.
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! 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! 😊👍
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!
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)
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?
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
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.
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 !!
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.
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.
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?
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.
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 ?
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 :)
@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.
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.
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 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.'"
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.
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.
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?
... as long as they are connected to the internet. That's catch #1: if you lose your connection - you're screwed. Catch #2: You really don't want your e-mails accessible and searchable by unknown players. And that's exactly what you're gonna do that way.
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
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.
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.
Hi. Whenever I write an email whether I’m replying or just creating one, my emails just automatically archive and whatever I’m working on disappears in to the draft folder. Then I go to my archive folder which is the fake archive folder in my original email maybe that I replied to is now in there. It’s so frustrating, is there any way to stop it from sending my stuff to archive while I’m just typing an email?
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.
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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 @ 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.....!!!!!
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!
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!
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!
I'm happy I found your channel. I love how you keep things simple and easy to understand and at a great pace!
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!
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!
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!
Great video, has been searching and this is the simplest explanation for me
Great refresher and nice motion graphics. good job!
Thanks Leila!
Always learning something new on your channel!
Happy to hear that!
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!
Thanks! Your intelligence and clarity are appreciated?
Thanks again for being a saviour, Leila
Stunning video! Organized and well presented by an obvious expert. Many thanks!
Thanks alot for explaining the differences in this tool Leila. I'm trying to make better use of Outlook.
You're very welcome, Anthony!
This is brilliant and very well explained. I'll be telling everybody :)
Thank you Leila
Hi Leila. Interesting archiving options! Thanks for explaining the choices :)) Thumbs up!!
Almost too many choices :) Thanks Wayne!
simple, crisp, informative and helpfull
Fantastic I always wondered what the Archive button did.
Now I understand Archive properly, thanks 😀
Welcome 👍
OMG You're brilliant! Thank you so much. Explains a lot of issues I've been having.
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)
Thanks for the presentation… useful as always…!!!
@pinnėd by Leila Gharani
Lmao what a dumb spam bot
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?
thanks a lot for explaining the issue and features so well.
Thanks for sharing knowledge. You're amazing!
I appreciate that!
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 - once again - very excellent presentation
Many thanks!
Outstanding, simple but thorough explanation on the topic. Well done!
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
As you mentioned "compliance", many companies are no longer supporting PST "archives" via policies.
Veey helpful and clear explanation..
As an independent contractor (no company IT dept), can/how do we online archive using our OneNote account?
Very clear and helpful. Thanks
Great, simple and clean. Thanks a lot
Thats a great quality video
Leila Gharani you helped me lots. You're my fav youtuber. Stay blessed!
My pleasure 😊
Thank you very much indeed.
Thank you! This was very clear and helpful or me!
Very helpful, thankyou very much
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 ?
really helpful video
vERY INFORMATIVE VIDEO
Very Helpful Video
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 good tips, as usual 😊. Looking forward to learning PowerBI from you soon 😉
Extremely helpful, thanks Leila!!
You're so welcome, Chris!
Thank you! This is helpful 👏♥️
You're so welcome!
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
Helpful video, thanks
very nice and usefull keep it up mam👏👌👍
Awesome per usual!
Thank you! This is GREAT!
How does one get the Archive icon together with the delete and flag icons - far right column. Great video by the way.
Ok but how do you set up those separate archiving locations? I don’t have those options on my outlook
Thank you, this was helpful.
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.
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.
Could I locate my .pst file on OneDrive, Dropbox etc, so that it was accessible on all devices?
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?
Can you make videos on Web outlook multiuser email and bookings meetings, adding people to the meeting when it comes.
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.
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 ?
Can we setup policy that automatic emails will be archived if mail in inbox exceeds 48gb.. rather than doing it manually
Wondelful! ♥♥
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 :)
@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.
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.
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.
excellent
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.'"
Thank you.
Hello. When I move mails from Inbox. In online archives they moved slow even I select 3-4 mails
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?
Very helpful Cheers
Glad to hear it, Reuben!
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.
thks and have a good day Leila
Same to you, Mario.
Thanks leila.
Any time!
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?
Can we auto archive to specific archive subfolder?
great stuff
I am using Office 365. When using archive in 365 Outlook are all files web archived?
thanks ! can a gmail account be autoarchived ?
... as long as they are connected to the internet.
That's catch #1: if you lose your connection - you're screwed.
Catch #2: You really don't want your e-mails accessible and searchable by unknown players. And that's exactly what you're gonna do that way.
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
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.
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.
How to select multiple mail or select all for in place archive.
Hi. Whenever I write an email whether I’m replying or just creating one, my emails just automatically archive and whatever I’m working on disappears in to the draft folder. Then I go to my archive folder which is the fake archive folder in my original email maybe that I replied to is now in there. It’s so frustrating, is there any way to stop it from sending my stuff to archive while I’m just typing an email?
I have archive 2021 in my computer , but I want to create the same sub folder name as archive 2021 , how to create it
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.
Thanks 👍
Question: can I archive multiple email accounts in the sane archive file, like organizing files by year?
Obrigado 👏👏👏👏👏👏👏👏