Guide to Cleaning Up Microsoft 365 Online Archive

Step 1: Access Outlook on the Web

1. Open your web browser and navigate to https://outlook.office.com.
2. Sign in using your Microsoft 365 credentials.

Step 2: Locate the Online Archive

1. In the left-hand folder pane, scroll down to find In-Place Archive – [Your Name] or Online Archive.

2. Click on it to view the archived folders and emails.​

Note: The Online Archive is a separate mailbox that stores older emails, helping to keep your primary mailbox uncluttered.

Step 3: Manually Delete Unnecessary Emails

1. Within the Online Archive, browse through the folders to identify emails you no longer need.

2. To delete an email:

   • Right-click on the email and select Delete.

   • Or, select multiple emails by holding down the Ctrl key (or Cmd on Mac), then press the Delete key.​

Tip: Regularly deleting unnecessary emails helps maintain optimal storage usage.

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Step 4: Empty Deleted Items Folder

1. After deleting emails, they move to the Deleted Items folder within the Online Archive.

2. To permanently remove them:

   • Right-click on the Deleted Items folder.

   • Select Empty folder.​

Caution: Once emptied, these emails cannot be recovered. Ensure you no longer need them before proceeding.

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Step 5: Set Up Retention Policies (Optional)

If you want emails to be automatically deleted after a certain period:​

1. Right-click on a folder within the Online Archive.

2. Select Assign policy.

3. Choose a retention period (e.g., Delete after 1 year).​

Note: Retention policies help automate the cleanup process by deleting emails older than the specified period. ​

Step 6: Use ‘Clean Up’ Tool for Additional Cleanup (Outlook Classic)

Outlook offers a ‘Clean Up’ tool to remove redundant messages in email threads:

1. Go to the Home tab.

2. Click on Clean Up.

3. Choose from:

   • Clean Up Conversation

   • Clean Up Folder

   • Clean Up Folder & Subfolders

Tip: This tool helps reduce clutter by removing duplicate messages in conversations.

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Step 7: Monitor Archive Mailbox Size

To check the size of your Online Archive:

1. Click on the Settings gear icon.

2. Select View all Outlook settings.

3. Navigate to General > Storage.​

Note: Monitoring your mailbox size ensures you stay within storage limits and maintain optimal performance.

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Additional Tips

• Regular Maintenance: Schedule periodic cleanups to prevent storage issues.

• Be Cautious: Always double-check before deleting emails to avoid losing important information.

• Seek Assistance: If unsure about any step, please contact the support team.

• App/Web​: For faster results its recommended to use Outlook Web to complete the above steps.