Further information on email archiving

Introduction

Email archiving has been introduced for staff to help keep mailboxes within quota. Email messages older than 12 months are now automatically archived. If you are still close to your quota, more recent mail will also be archived. You will no longer need to archive emails into personal folders, and in due course we will enable you to bring your existing personal folders back into the email system.

Archived emails and attachments will still be visible in your Mailbox. They can be retrieved and searched for using the Quick Link Client which is installed into Outlook. If you are not using Outlook, a web link in the email will still allow access to the archived email.

If you are a laptop user and you are using Outlook, you can set your archive emails to be visible when you are offline, just like your normal emails.

Prerequisites (Outlook only)

Desktops

  • You will need to ensure you have the Quick Link Client installed (see FAQ 1 below to check). The installation should be automatic for all University PCs but the client will need to be installed manually for home PCs, etc. It can be installed from here:
    Download Desktop Client (click on the two resulting run buttons)

Laptops

  • You will need to ensure you have the Quick Link Laptop Client installed (see FAQ 1 below to check). The installation has to be carried out manually. The client can be installed from here:
    Download Laptop Client (click on the two resulting run buttons)
  • You will need to ensure Outlook is already set to work in offline mode (see FAQ 3 below to check)
  • Finally, you will need to ensure your user account has been enabled for offline archiving (please contact the Helpdesk to ensure this is the case).

Retrieving archived messages

Via Outlook

An archived message will appear in the folder in which it was placed, listed amongst all other messages in that folder. This message icon will have an extra "A" against it, to show that the message has been archived:

  1. Double click on the message itself to download an email from your archive and read it. You do not need to click the link within the message.
  2. If this is the first time you have accessed a message from the archive during your email session, you may be prompted for your username and password.
  3. The email will open in a new window and will be stored in your Retrieved messages folder for 7 days. Note: If you view an archived message in the Outlook reading pane you will see a note at the bottom of the message indicating that the mail has been archived. Double-click on the message as above to retrieve through Outlook. You do not need to click on the link at the bottom of the email.

Via Webmail, Entourage and other IMAP email packages

To retrieve archived email and attachments when using webmail or other email clients such as Thunderbird:

  1. Click on the link at the bottom of the message.
  2. You will be prompted for your username and password, following which your archived message will be displayed automatically. A copy of the message will also be placed in your Retrieved messages folder for 7 days.

Searching archived messages

Via Outlook

  • Click on the Search archive folder in Outlook or webmail and enter your username and password.
  • Enter a search term in the text box and select Run search.

Alternatively, you can select Advanced Search and refine your search, for example, to messages delivered within a specific date range, to or from a particular person, or with a particular file attached.

Via Webmail, Entourage and other IMAP email packages

  • Click on the Search archive folder in the mail client and open the message Archive One Policy Search Web Site.
  • The message contains a link to the email archive search web site. When prompted, enter your username and password.

Help and advice

Streatham and St Luke’s campuses

For help and advice contact the IT Help Desk.

Tremough campus in Cornwall

Please refer to local IT Support.