Archiving Email

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Archiving Email

Faculty, Staff, and Students all have a limited amount of space for their CU email inboxes. In the event that your mailbox becomes full you must take action to delete old messages. CUP IT does not currently offer the option to increase inbox size. Because of that, if you have messages in your inbox that you must retain, you should archive them. While there are multiple ways to archive your Outlook files, this article will show you the proper way that complies with Concordia's network security policies.

1. In Outlook select Home

2. In the New Items group, select More Items, then Outlook Data File.
pst 1.png
screenshot of new outlook data file menu location

3. In the window that pops up, name you file, then save it to your H Drive.

It is important to save this file to your H Drive rather than a location on your harddrive. This secures the file using your network username and password as well as provides back ups should you need to access the files later.

Please note: this requires access to our domain. If you are off campus, you must connect to the CISCO VPN Client.
pst 2.png
screenshot of saving outlook file to network share

4. Once that is done, you will now have new mailbox location in outlook.
pst 3.png
screenshot of outlook archive file location in Outlook

5.Now to archive emails. All you need to do is locate the files you would like to archive, then drag and drop them into the new section!

Note: This will move them off the Exchange server and onto the Outlook Archive stored on your H Drive! You will still be able to view all of those messages as you would normally!

Best Practices

Below are some best practices when using this method.
  • Messages with attachments are the largest. They should be the ones you archive first.
  • Your H Drive has limited space, so keep that in mind when selecting how much to store.
  • Always try to delete messages if you do not need them anymore. Archiving should only be used on important messages.