E-mail Archiving in Microsoft Outlook

Using personal folders to save emails are a thing of the past. Computing Services has enabled a new feature in Outlook that automatically archives any emails that are 60 days and older. Since these emails are archived they are not counted against your quota. Therefore, allowing us to move your personal folders to your mailbox. Since your personal folders will be located in your mailbox, you will be able to view all your emails from Outlook Web Access (OWA). Here’s some more information on what to expect:

Personal Folders Have Been Archived
You should find your personal folders below the Outbox folder. Enterprise Vault has archived all the items in the Personal Folders (PST). In your new folders there is a shortcut to each item that has been archived. Double-click a shortcut to open an item.

E-mail has not been archived. The entire email and its attachment(s) are counted against your quota.

E-mail is in the process of being archived. You can still view the email but, you may receive a message that states any changes made may not be saved during this process.

E-mail is archived. The e-mail is still available for view in a truncated format. Only approximately the first 100 words are visible in the preview pane with a link to view the rest of the message and any attachments. You can also view the entire email by double-clicking it. Since the e-mail is truncated the size is considerably decreased with only a very small percentage counting towards your quota. This allows you to have more emails in your mailbox without going over your quota as quickly as before. Quota limits have also been increased to allow for more email storage. However, we do recommend that you occasionally perform a cleanup of your mailbox to continue to stay below your quota limit.

Search Archived Emails with Find and Search Vaults
There are two ways to search for e-mails in Outlook now that the archiving system has been implemented. You want to first use Outlook’s built-in Find feature as you would normally do. It is now easier to use Outlook’s Find feature to search for emails in your personal folders since they have been moved over to your mailbox. However, Outlook’s Find feature can only search the subject and the first 100 words of each email that has been archived. Therefore, if you know you saved an email that is not found using the Find feature, you will be able to find it using Search Vaults.

The Vault Archiving icons can be found on the right side of the Standard toolbar. The icon with the magnifying glass is used for advanced searches of all archived emails. Simply click on the icon and you will get the option to type in words to search for emails. You can also restore an email from archive. For instance, if you have an email you reference often and would like to be able to view the entire email without using search vault then the Restore from Vault icon on the far right will allow you to do that. The email will be moved to a folder named "Restored Items." Once the email has been restored, the icon will change back to a regular envelope.

Archived Emails in Outlook Web Access (OWA)
The Vault Archiving icons are also available in Outlook Web Access (OWA). Emails that have been archived do not appear with the special archiving icon. However, when you open the email to view the details, you will know it’s been archived when you see the "View the original item" link. When you click the link, the entire email will be displayed along with the Vault Archiving icons in the upper right hand corner.

Please Note: if you access this feature while off campus, you may be prompted to enter your Goucher credentials again. Please type gcadmin\ before your username if that is the case.

Please contact the Help Desk (helpdesk@goucher.edu) for assistance with advanced features of email archiving.

Leaving Campus and Need Your Emails and/or Contacts?

If you have an @goucher.edu email address and need to move your emails and Contacts to an Outlook software off campus. Click Here for Instructions. If you'd like to import Contacts into a Gmail or Yahoo account, please see the Help sections of those email providers.