How to merge your archive folders into your Office 365 mailbox in Outlook 2013

  • BYU-Idaho mailboxes used to have a quota of 500MB.
  • In June of 2014 - with the migration to Office 365 Exchange Online - the quota was increased 100x to 50GB!
  • Let's get all those archives moved back into your online mailboxes, folks!
  • Here's the procedure for Outlook 2013 for Windows:
  1. Find the location of the existing Archive:
    1. Right-click the archive
    2. Data File Properties...
    3. Advanced...
  2. Close the connection to the existing Archive:
    1. Right-click
    2. Close "Archive"
  3. Import the Archive
    1. File
    2. Open & Export
    3. Import/Export
    4. Import from another program or file
    5. Next >
    6. Outlook Data File (.pst)
    7. Next >
    8. Browse...
      • This should be the location you noted in step 1C.  If not, here are 3 other common locations:
        1. drive:\Users\user\Documents\Outlook Files\archive.pst
        2. drive:\Documents and Settings\user \Local Settings\Application Data\Microsoft\Outlook\archive.pst
        3. drive:\Users\user\AppData\Local\Microsoft\Outlook\archive.pst
    9. Next >
    10. Finish
  4. Depending on the size of your archive this may take a few minutes.  You will not be able to access Outlook during the import process.  You may want to start the procedure on your way to lunch.

Archiving in Outlook 2013

Archive Your Files Manualy:

Archive Selected Emails Immediatly

  1. Go to the File tab
  2. Info > Cleanup Tools > Archive... 
  3. Select the file that you want to have emails archived from, if you want to archive email from all files select your name (the top element on the list).
  4. Choose what date you want to start archiving emails before.
  5. Choose the location of your "archive.pst" file. This is the location on where the archived emails are stored  (usually c:\Users\netID\Documents\Outlook Files\archive.pst)
  6. Click OK then check on your main page to make sure that a folder has been created for your Archives


Setting Outlook to Automatically Archive Old Emails:

Emails that meet specific criteria will be put into the archive automatically 

  1. File
  2. Options
  3. Advanced > AutoArchive Settings...
  4. Be sure to check the "Run AutoArchive every" box and set the time interval that you would like to use
  5. Choose the location of your "archive.pst" file (usually c:\Users\netID\Documents\Outlook Files\archive.pst)
  6. This page can also be used to delete old emails automatically, however this may not be suggested.


Accessing Archives

Generally when you archive you'll see that archive in the left navigation area in Outlook.  If, for whatever reason it's not there, here's how to access it:

Outlook 2013

  1. File
  2. Open & Export
  3. Open Outlook Data File
  4. Browse to the location of your "archive.pst" file (usually c:\Users\netID\Documents\Outlook Files\archive.pst)