How to Change the Archive Policy in Outlook


Concept

In this topic, you will learn how to change the archive policy in MS Outlook.


Steps:

  1. Change the policy on the Top Level Folder:

     

    By changing the policy on the top level folder, all Exchange folders will inherit the same policy.

     

    Left Click to select the top level folder.

    Step 1
  2. Right-click the folder.

    Step 2
  3. Click Data File Properties.

    Step 3
  4. Click the Policy tab.

    Step 4
  5. The Folder Policy is set to Use the Parent Folder Policy which means there is no policy applied to the folder.  Items without a policy will not expire

     

    The Online Archive is set to Use the Parent Folder Policy.

    Step 5
  6. To change the policy, click the Move Items to the Archive when older than: list.

    Step 6
  7. In this example, we'll archive the items after 90 days. 

     

    Click 90 days.

    Step 7
  8. Click the Apply button.

    Step 8
  9. Click the OK button.

    Step 9
  10. Click the OK button.

    Step 10
  11. The policy has been set.  All messages will automatically move to the archive when they are older than 90 days

    Step 11
  12. Change the Policy for an Individual Folder:

     

    Right-click the folder.  In this example, we'll select the Inbox.

    Step 12
  13. Click Properties.

    Step 13
  14. Click the Policy tab.

    Step 14
  15. Click the Move Items to the Archive when older than: list.

    Step 15
  16. Click 90 days.

    Step 16
  17. Click the Apply button.

    Step 17
  18. Click the OK button.

    Step 18
  19. Click the OK button.

    Step 19
  20. The policy has been set.   All messages in the Inbox will be archived when they are older than 90 days.

    Step 20
  21. To archive individual messages:

     

    Left click to select the message you want to archive.  In this example, we'll archive the March HR Newsletter.

    Step 21
  22. Click the Assign Policy button.

    Step 22
  23. Note:   We set the Inbox to archive messages after 90 days.  The 90 day policy has been applied to this message because it's in the Inbox.

     

    A policy assigned to a message takes precedence over any inherited folder or mailbox policy.

    Step 23
  24. Change the policy to archive the message after 1 week.

    Step 24
  25. The policy has been set.   The March HR Newsletter message will automatically move to the archive after one week.

     

    Step 25
  26. Once the policy has been set, email messages will show the date the note is scheduled to be archived.

    Step 26
  27. Your archived folders and messages will be found under your Personal Archive and are accessible from Outlook and Webmail.

    Step 27

After completing this topic, you are able to change the archive policy in Outlook.