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Title
Assigning Policies and Creating Folders
for your Online Archive using OWA
(Outlook We App)
Purpose
Document No. Revision Date Revision No. -
125
10/2013
4
The procedures below provide outlined steps for assigning policies and creating folders for your online
archive using OWA (Outlook Web App)
Policy
N/A
Definitions
Online Archive – Your online archive is a separate 2 GB of storage space for email items.
Policies – Policies are like rules that you create in your regular email inbox for moving items to your
online archive.
OWA Online Archive: Guide to Assigning Policies & Creating Folders
ANR TS has supplied you with an Online Archive email storage space. This Online Archive can be used to store email
messages and free-up space in your OWA/Outlook inbox. This Archive can hold up to 2 GB of data.
What is an Online Archive?

Your Online Archive is a specialized mailbox in addition to your primary OWA/Outlook mailbox.

In OWA, your Online Archive appears in the Navigation Pane below your primary OWA/Outlook mailbox folders.
The name of your Online Archive will be “Online Archive-Last, First Name”

Unlike Outlook Data Files (.pst) that are only accessible on the computer where the file is saved, items in the
Online Archive are available in both Outlook and Outlook Web App (OWA).
Why Online Archive

Regular Outlook archiving includes creating a .pst file. These .pst files are saved “locally” on the computer’s hard
drive and can be easily lost if you computer’s hard drive crashes.

Your Online Archive Mailbox is backed up nightly, removing you from the responsibility and hassle of doing
backups yourself.

Your Online Archive Mailbox gives you an additional 2 GB for which to store emails online.

Given that the Online Archive is available in OWA, you can now access your archived email messages from any
computer.
With This Online Archive You Can



Create folders for storing archived mail messages
Move existing folders and or mail manually to your Archive
Assign specific policies to automate the moving of folders and or mail to your Archive
This document will guide you through the steps for creating folders and manually moving and/or assigning policies for
moving emails in to this Online Archive in OWA (Outlook Web App)
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
Create Folders and Manually Moving Mail to Your Online Archive
1. Where is your Online Archive located?


Your Online Archive is located below your primary OWA Mailbox Folders
The name of the Archive will begin with the word Online Archive and end with your last and then first
name
Primary Mailbox is Here
Online Archive is Here
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
2. To create a folder in your Archive, do the following:



Start by right-clicking on the Online Archive (the name)
After right-clicking, a dropdown menu will appear
Click on Create New Folder… in the dropdown
Right-Click on Your Online Archive Here
Click “Create New
Folder...” Here
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
3. Under your archive a new folder will appear, with a space to the right of it to type a name for the folder. Type
in a name for the folder.

In the example below the folder was named New Test Folder

The new folder will appear under you Online Archive name

You can now manually move/store/archive mail here by clicking and dragging individual mail messages
(or entire folders) from your inbox into this folder

You can follow the steps again to create as many folders as needed
Type Name of Folder Here
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
Assigning Specific Policies to Move Mail to your Online Archive
As mentioned, you can assign policies to your existing Primary OWA Mailbox folders and or individual email messages to
have them moved to your Online Archive.


The policies you assign allow you to specify a time period to hold the mail in your Outlook mailbox (on the ANR
Server) and then release/move it to your Archive
You can assign these policies to mail messages and or folders in OWA Outlook Mailbox
Follow the instructions below for assigning policies to move mail messages or folders to your Online Archive.
Assign Policies to Move Mail Messages to Online Archive
1. First choose/select a mail message from your Primary OWA Mailbox that you would like to assign a policy to, by
clicking on it.
 In the example below, Test Archive Move folder has been clicked on
 Then the email message Test was selected
Primary Outlook Mailbox
“Test” Selected Here
Folder Clicked Here
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
2. Right click on the selected a message(s) that you want to assign a policy to.


Click on Archive Policy from the dropdown menu
Choose a specific time from the dropdown menu
You can choose from:






Personal never move to archive (never)
45 Days Archive
90 Days Archive
6 Months Archive
1 Year
2 Years
Click Archive Policy Here
Choose Policy Time Here
When the specified time occurs, the mail message(s) you assigned a time policy to will be moved to your Online Archive.


You can assign a policy to as many email messages as you see fit
The policy change may take up to 24 hours to affect (will not happen immediately)
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
Assign Policies to Move Folders to Online Archive
Assigning a policy to a specific folder (under your Primary Mailbox) differs slightly from that of an individual mail
message. Follow the instructions below to learn how to assign policies to entire folders that you want to move to your
Online Archive.
1. Pick a folder you would like to assign a policy to under your Primary Mailbox.




In the example below Test Archive Folder is being used
Right-click on the folder
After right-clicking, choose Archive Policy from the dropdown menu
Choose a specific time policy from the dropdown menu
Choose Time Here
Click Archive Policy Here
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OWA Online Archive: Guide to Assigning Policies & Creating Folders
When the specified time occurs, the folder(s) that meet the time policy will be moved to your Online Archive.




Policies assigned to parent folders will affect the subfolders under that parent folder
When you assign a policy to a folder, it may take up to 24 hours for the policy to take affect
You can assign policy to as many folders as you see fit
When the folder(s) contents are moved to your Online Archive (after the specified time), they will
appear under your Online Archive name, under a folder titled Inbox
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