To help improve performance, ensure long-term access to older messages, and manage storage more efficiently, the Information Systems and Technology (IS&T) team will begin to enable automatic archive mailboxes on Thursday, May 1st, 2025, for all active faculty and staff. You can expect to see the Archive mailbox within 24 hours. This change is part of our continued effort to enhance your day-to-day experience with email, reduce potential inbox clutter, and minimize unnecessary storage costs—all without requiring you to manually delete or back up old messages.

What Is Being Implemented

Over the coming weeks, we will enable a new archive mailbox for each active user. This mailbox will be a secure and separate place for long-term storage of older emails—think of it as an extension of your existing inbox for each active user.

  • Emails older than 5 years will automatically move to the “In-Place Archive” for New Outlook in Windows and Outlook on the Web or “Online Archive” mailbox for Outlook for Mac and Classic Outlook.
  • This is an entirely safe and automated process—no emails will be deleted or lost.
  • You can search your archived emails as usual in the search bar.
Decorative Image.    Decorative Image.

Why The Change Is Happening

  • No More Worrying About Space: Your primary mailbox stays under the 100GB limit, ensuring better performance without you needing to delete or back up emails manually.
  • Cost-Effective: Only your primary mailbox counts toward storage usage, which means this change helps us save significantly, without affecting your access to historical emails.

What You Need to Do

Nothing! This update will happen quietly in the background. You’ll see the new archive mailbox appear automatically in the Outlook app or webmail once it’s ready, and you’ll find all the older mail there.

We know how important your data is, and we want to reassure you that this process has been designed to preserve all your emails without any risk of data loss. If you have any questions or concerns, please don’t hesitate to contact the IS&T Service Desk. We’re here to help.

Thank you for your continued support,

Chapman University Information Systems and Technology (IS&T)