Message Archiving is a compliance and safety feature that keeps a secure copy of emails sent and received on your domain.
It is not a visible mailbox folder, and it does not increase your mailbox storage quota.
Contents
- What Message Archiving Is
- What Message Archiving Is Not
- How Archived Messages Are Retrieved
- Important Notes
- Why Message Archiving Is Used
What Message Archiving Is
When Message Archiving is enabled, a secure copy of each incoming and outgoing email is stored in a separate archive system.
- A copy of each incoming and outgoing email is stored securely
- The archive is separate from the user’s live mailbox
- Users cannot browse or manage the archive directly
- Archived data does not count against the mailbox quota
The archive exists as a protected compliance and recovery store.
What Message Archiving Is Not
Message Archiving is often misunderstood. It is not:
- An “Archive” folder inside the mailbox
- A second mailbox
- A way to move old email out of the mailbox to save space
- A user-accessible feature for normal day-to-day browsing
Archived messages cannot be viewed like regular folders inside Outlook, webmail, or mobile devices.
They must be retrieved through an administrative archive search.
How Archived Messages Are Retrieved
If an archived message needs to be located, the system administrator must perform a search within the archive system.
The follwing details can be searched, including:
- Sender email address
- Recipient email address
- Approximate dates (from and to)
- Subject line, if known
Once the search is completed, any matching message can be reviewed and, where appropriate, restored or provided.
Important Notes
- Archiving only stores messages that pass through the system after archiving has been enabled
- It does not automatically import historical email from before activation
- Archive searches may take time depending on message volume and date range
- Retention policies may apply depending on the service configuration
Why Message Archiving Is Used
Message Archiving is designed to provide an additional layer of protection and control.
It is commonly used for:
- Business continuity and message recovery
- Protection against accidental deletion
- Administrative investigations
- Compliance, legal discovery, and audit requirements
In short, Message Archiving is a safety and compliance feature, not a storage management feature.
