Now that we have 100gb of quota in Exchange Online, if you have archived email, we encourage you to import them to your live email. 

What are the advantages?

• Emails are reliable and more secure
• Emails are more accessible from every device or browser

NOTE:  Depending on the size of the archive file(s) this could take some time to import.

The procedure for Outlook for Windows is documented below.  If you use a different email client or need assistance with this process and have archives to import, you can submit a Support Request for assistance.

1st - Remove archives from Outlook account:

NOTE:  If you have archives setup on multiple machines these steps should be done on all machines before proceeding to import.

1. In Outlook click on File - Account Settings - Account Settings
2. Click on Data Files tab
3. Click on archive file - click on Remove (note this does not delete the file)
   • Complete the above steps for each archive file

2nd - Importing archives to Exchange Online

1. Decide if you want to import into your current Inbox - integrating archive with current emails, subfolders and creating new subfolders if they do not already exist
   OR
   if you want to create a new folder in your current email database to import into to keep Archive info designated separately.
   • If you want to create a new folder under your Inbox,
     1. Right click on the Inbox and choose New Folder.
     2. Type the Name for the folder, i.e. Archive2018
   • If you choose to create a New folder outside the inbox,
     1. Right click on your RPI email address from the top of the navigation bar on the left and then choose New Folder… 
2. In Outlook, click File
3. Click Open & Export
4. Click Import/Export. This starts the Import/Export wizard.
5. Click Import from another program or file and then click Next.
6. Click Outlook Data File (.pst) and then click Next
7. In the box for File to import click Browse and then select the Archive(.pst file) you want to import.  (Not always, but these are commonly stored on your U: drive)

1. Choose Replace duplicates with items imported and then click Next.
2. To import the whole archive, click the top folder and make sure Include subfolders is checked 
   • IF you want to import into a new folder such as Archive2018 and this folder was highlighted from Step1 - Check Import items into the current folder - click Finish
   • Otherwise click Import items into the same folder in:   rcsuserid@rpi.edu

1. Click Finish.

The emails will take some time to populate but once initially populated, access to them is more reliable.  Also, if your archive files were stored on your U: drive, being connected to the RPI network just to access them will no longer be necessary.

Software applications used:

Microsoft Outlook

What online articles are available?

Importing Exchange archives into Exchange Online – Outlook for Windows