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They make a profit when your email account fills up, and you have to pay for a subscription to keep storing everything. That’s why companies encourage you to never delete emails. In the folder pane of your email, find and expand your Online Archive folder. Apple iCloud email uses your iCloud storage, and Apple famously offers only a tiny 5 GB of free storage for all your device backups and iCloud data. If you have a Microsoft 365 account and your IT or Microsoft 365 admin has enabled the archive mailbox for you, your Online Archive folder will appear in your Outlook folder pane. How to Access the Online Archive in new Outlook for Mac

For more information, see Retention and archive policies in Outlook Web App. Although admins set these policies for the entire organization, you can override the policies to suit your needs. Retention policies control how long your messages will be saved. Archive policies control how long messages are left in an email folder before they're moved to an archive. Your IT or Microsoft 365 administrator sets your archive and retention policies. To reduce the size and improve the performance of your primary mailbox, you can set Archive Policies that automatically move email items from your primary mailbox to your archive mailbox.

Important: In order for your online archive mailbox to work with the new Outlook for Mac, your mailbox should be on a Microsoft365 server.įor easy online access, you can simply drag and drop messages from your primary mailbox into your archive.