Archiving Tools for Exchange Server

Not open for further replies.

Diane Poremsky

Senior Member
OS Version(s)
  1. MacOS
  2. Windows
  3. iOS
  4. Android
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Hi Diane,

Enjoyed the article referenced above, and I have a related question. Is there any way to tell from within Outlook which archiving tool might be in use on an Exchange server?

Here's why I ask:
  • All of the settings in my Outlook AutoArchive dialog are grayed out

  • However, it's readily apparent that my company uses some server-based archiving tool, since:

    • All of the messages in my mailbox older than six months appear with an icon which looks identical to the one
      used for unread mail

    • The text in the bodies of those messages is truncated after what looks to be about 1000 characters, and any graphics or attachments associated with the original messages no longer appear.
There have been a number of occasions during some long-term projects I've worked on when a question arose whose answer might have been found in an archived email, but is at least temporarily lost due to the message truncation I described and/or the disassociation of attachments. When I've inquired about this with our help desk, for some reason they all seem (or pretend) not to know anything about any server-side archival.

So, I want to know if there's any evidence I can gather through Outlook that might help compel them to discover (or reveal) how they archive and whether an archived message can be retrieved in its original state with the full body, graphics and attachments intact. Any insight will be greatly appreciated.

You can check for an addin, but i doubt you'll find one - the archiving is done server side. Unless there is a link to the archive that gives you some clues, you'd need to ask your Exchange admin. Many archive applications link the messages to the original so you can see old messages.

All of the settings in my Outlook AutoArchive dialog are grayed out
They might have a GPO blocking it. It's not uncommon in a corporate environment, as they want to prevent end users from archiving to a pst.
Thanks, Diane! I suspected as much, but it's good to have confirmation from an expert. Just to clarify, I don't have any desire to auto-archive myself, just thought I would mention that my settings are grayed out as evidence of the likelihood that some server-side tool is in use.
My money is on a GPO. :)
Not open for further replies.
Similar threads
Thread starter Title Forum Replies Date
CWM550 What's a good archiving policy? Using Outlook 5
kburrows Reset Date to Keep Tasks from Archiving Using Outlook 9
S Archiving and Likely Modified Date Problem Using Outlook 3
P Outlook 2013 Calendar Archiving Using Outlook 0
P Manual Archiving 2016 Using Outlook 7
L Calendar archiving policy Exchange Server Administration 1
R Archiving into 1 archiving folder only Using Outlook 4
CWM030 Archiving ON the imap server Using Outlook 3
GaryW88 2016 Archiving IMAP keeping mail on Gmail Server Using Outlook 1
D Archiving Problems Using Outlook 6
Q Script to create a pst file for Archiving Using Outlook 1
G Outlook 2016 Archiving Outlook VBA and Custom Forms 1
J Search and In-Place Archiving Using Outlook 0
M Archiving by year Using Outlook 1
J Opening/Archiving/Import/Export PST files Using Outlook 4
T BCM 2010 Archiving Communication History BCM (Business Contact Manager) 2
J Joint mail folders over network and archiving Using Outlook 1
gemini9189 Archiving Emails Into Folders Using Outlook 1
V Archiving Sent Items Using Outlook 1
O Calander archiving problems Using Outlook 4
B Archiving of emails doesn't work anymore Using Outlook 3
Z Outlook and gmail, cloud storage and archiving Using Outlook 2
L Save vs Archiving Using Outlook 0
J archiving deleted e-mails on Microsoft Exchange Exchange Server Administration 7
Fozzie Bear Archiving Emails Using Outlook 2
S Previously flagged messages not archiving Using Outlook 3
V Archiving & IMAP Using Outlook 4
B archiving outlook 2010 Using Outlook 6
H Archiving problem in OL 2003 Using Outlook 5
D Outlook Archiving sent emails which have been moved to inbox folders Using Outlook 1
B Outlook Calendar Archiving Using Outlook 1
N Archiving folders outside of Outlook to reduce PST file size Using Outlook 2
D Outlook 2003 Archiving Outlook VBA and Custom Forms 2
J how do I accomplish offline archiving of email? Outlook VBA and Custom Forms 1
U "archive.pst cannot be opened" when archiving Using Outlook 4
E Folder tools Using Outlook 1
JackBlack What tools do you use to create the signature for email? Using Outlook 3
Ascar_CT Rule behavior analysis - any tools available? Using Outlook 0
S Active Directory Management Tools for Administrators Using Outlook 0
Diane Poremsky Project and Business Process Management Tools Using Outlook 0
L 3rd party tools to recover deleted Office 365 contacts etc Using Outlook 7
P Outlook 2010: Missing tab - "Format/Picture Tools" HELP! Using Outlook 3
Diane Poremsky "Live" Group Calendar Tools Using Outlook 0
Diane Poremsky More Tools and Utilities for Sharing Outlook Data Using Outlook 0
Diane Poremsky Exchange Server Usage, Reporting, and Analysis Tools Using Outlook 0
Diane Poremsky Exchange Server Migration Tools Using Outlook 0
J Outlook 2013 crashes saving VBA & clicking tools | digital signature Outlook VBA and Custom Forms 1
T Tools for organising rules Using Outlook 1
B Trouble Locating Tools Menu since There's No Standard Toolbar in Office 2010 Using Outlook 1
B How to remove an old program from the Tools dropdown? Using Outlook 7

Similar threads