Appropriate Names for Online Archive Folders

November 26, 2012

To: UCOP Community
From: Shirley Bittlingmeier, ITS Client Services Officer

As you know, last July UCOP implemented the email management program, which means that all email messages in the Inbox, Sent Items, Drafts, Junk E-mail, or Outbox folders over one year old are automatically deleted on a daily basis. Recognizing that some messages need to be kept longer than a year, ITS provided everyone with an Outlook Online Archive where messages may be stored indefinitely.

We would like to clarify that any folders in the Online Archive that you may have named Inbox, Sent Items, Drafts, Junk E-mail, or Outbox will be subject to email management, and the messages in those folders will be deleted after one year. Only folders with those names are affected.

To prevent e-mail in your Online Archive from being deleted, you should take the following steps.

1. Do not use the following names for Online Archive folders:

  • Inbox
  • Sent Items
  • Drafts
  • Junk E-mail
  • Outbox

2. Instead, use folder names reflecting topics, dates, or something general such as“archive email.”

Check Your Online Archive You can check to make sure that your email in the Online Archive is not being deleted. To do so, login to and go to your Online Archive. Click on a folder under the archive. You will see the following message if that folder is subject to deletion:

Online Archive Information

More information about the Online Archive, including a screenshot, is available in the IT Service Hub.

Information for Mac Users

The Outlook Archive is compatible with PCs only. It is not available with Apple computers, smartphones, or iPads; however, it can be accessed via OWA from any of those devices. For Mac users, the best option for storing e-mail you want to keep is to move them to personal folders. E-mail in personal folders is not subject to deletion through the e-mail management program.

If you have questions or believe email is mistakenly being deleted from your Online Archive, please contact the Service Desk.