Configure Exchange Online Archiving

Applies to: Exchange Server 2010 SP2

Microsoft Exchange Online Archiving is a cloud-based, enterprise-class archiving solution for your Exchange Server 2010 Service Pack 2 (SP2) or Exchange Server 2010 Service Pack 1 (SP1) on-premises organization. With Exchange Online Archiving, your organization can host your users’ primary mailboxes on your on-premises servers and store their historical e-mail data in Exchange Online archive mailboxes. This solution can help your organization with archiving, compliance, regulatory, and e-discovery challenges, while simplifying your on-premises infrastructure.

To learn more about the advantages of Exchange Online Archiving, download Microsoft Exchange Online Archiving: Service Description, available on the Microsoft Download Center as part of the Office 365 for Enterprise Service Descriptions.

Requirements for Configuring Exchange Online Archiving

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The following are general requirements for configuring Exchange Online Archiving.

• You must purchase an Exchange Online Archiving subscription for the Exchange Online service included with Microsoft Office 365. For more information, see Exchange Online Archiving subscription.
• Your users’ primary mailboxes must be hosted on either on-premises Exchange 2010 SP2 or Exchange 2010 SP1 Mailbox servers.
• If your on-premises organization is running Exchange 2010 SP2, you will configure a full hybrid deployment using the Hybrid Configuration wizard. For more information, see Configure Exchange Online Archiving with Exchange Server 2010 SP2 later in this topic. 
• If your on-premises organization is running Exchange 2010 SP1, you must configure a subset of steps required for a hybrid deployment between your on-premises organization and Office 365. For more information, see Configure Exchange Online Archiving with Exchange Server 2010 SP1 later in this topic.
• Users must use Outlook 2010, Outlook 2007 SP2, or Outlook Web App to access the cloud-based archive mailbox.
  

  Note:
  To use Office 2010 or Office 2007 with Exchange Online Archiving, you must configure your users' computers to support Office 365. For more information, seeManually update and configure desktops for Office 365.

Configure Exchange Online Archiving with Exchange 2010 SP2

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Configure Exchange Online Archiving with Exchange 2010 SP1

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Managing Exchange Online Archiving

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After Exchange Online Archiving is deployed in your organization, there are several management tasks you can perform. Managing Exchange Online archives is very similar to managing personal archives (also called on-premises archives).

For a list of management procedures, see Managing Archives. To learn more about personal archives, see Understanding Personal Archives.

Understanding Exchange Online Archiving

Applies to: Exchange Server 2010 SP2

Topic Last Modified: 2012-05-04

Microsoft Exchange Online Archiving is a cloud-based, enterprise-class archiving solution for your Exchange Server 2010 Service Pack 1 (SP1) or later on-premises organization. With Exchange Online Archiving, your organization can host your users’ primary mailboxes on your on-premises servers and store their historical e-mail data in cloud-based archive mailboxes. This solution can assist your organization with archiving, compliance, regulatory, and e-discovery challenges, while simplifying your on-premises infrastructure. EOA provides you the following advantages:

• Help meet long-term retention requirements Cloud-based archives allow you to store large quantities of messaging data off-site in secure and controlled datacenters. Exchange Online Archiving helps your organization meet regulatory compliance or business requirements for long-term retention of e-mail. Using archive policies, messages are moved from on-premises mailboxes to the cloud-based archives. The same retention policies applied to on-premises mailboxes can be enforced on cloud-based archives.
• Help meet eDiscovery and litigation hold requirements With cloud-based archives for your on-premises mailbox users, you can perform seamless discovery searches across both the on-premises primary mailbox and the cloud-based archive. When users are placed on litigation hold in your on-premises organization, their cloud-based archive is also placed on hold.
• Lower storage costs Moving historical e-mail data to a cloud-based archive allows you to reduce your organization’s storage requirements. You can provision users’ primary mailboxes with appropriate mailbox quotas, which keeps mailbox sizes in control and your storage costs low.
• Provide Anywhere Access Cloud-based archive mailboxes are similar to an on-premises archive mailbox. Using Outlook 2010, Outlook 2007 or Outlook Web App, users are able to access older messages and content in the archive transparently, without requiring any additional configuration on their computers.
  

  Note:
  Outlook users can access an archive mailbox in online mode. Archive mailboxes aren’t cached to the user's computer when using Outlook in Cached Exchange Mode.

To learn about the various archiving terms used in Exchange 2010, see Archiving Terminology in Exchange 2010.

Exchange Online Archiving Requirements and Setup

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The following are general requirements required to configure Exchange Online Archiving.

• You must purchase an Exchange Online Archiving subscription for the Exchange Online service included with Office 365. For more information, see Exchange Online Archiving subscription.
• User’s primary mailboxes must be hosted on on-premises Exchange 2010 SP1 or later Mailbox servers.
• You must configure a subset of steps required for a hybrid deployment between your on-premises organization and Office 365. Details are described in Configure Exchange Online Archiving.
• Users must use Outlook 2010, Outlook 2007 SP2, or Outlook Web App to access the cloud-based archive mailbox.
• To use Office 2010 or Office 2007 with Exchange Online Archiving, you must configure your users' computers to support Office 365. For more information, see Manually update and configure desktops for Office 365.

To set up Exchange Online Archiving, you must perform a subset of steps required for a hybrid deployment for Exchange Online. If your on-premises organization has been upgraded to Exchange 2010 SP2, you can use the Hybrid Configuration Wizard to perform this setup. Additionally, you can configure single sign-on, which is based on Active Directory Federation Services (AD FS). This allows your users to access on-premises mailboxes and cloud-based archives with a single username and password..

Note:

Although you can configure Exchange Online Archiving without setting up single sign-on using AD FS, we highly recommend that you configure single sign-on. Doing so helps to avoid additional authentication prompts when users try to access their cloud-based archive. If you deploy a configuration without AD FS, access to the cloud-based archive using Microsoft Outlook is supported only when the user’s UPN in your on-premises and cloud-based organizations matches and both use the same password. In this case, Microsoft Outlook users will be prompted for credentials when accessing the cloud-based archive for the first time. When entering credentials, users can select the Save password option to avoid subsequent authentication prompts.

For complete instructions about how to set up Exchange Online Archiving for you organization, see Configure Exchange Online Archiving

Managing Exchange Online Archiving

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Managing cloud-based archives is similar to managing personal (on-premises) archives. You can use the Exchange Management Console (EMC) or the Exchange Management Shell to perform the following tasks:

• Create a cloud-based archive. For details, see Create a Personal (On-Premises) or Cloud-Based Archive for a New Mailbox.
• Enable a cloud-based archive. For details, see Enable a Personal (On-Premises) or Cloud-Based Archive for an Existing Mailbox.
• Disable a cloud-based archive. For details, see Disable a Personal (On-Premises) or Cloud-Based Archive for a Mailbox.
  

  Warning:
  When you disable a cloud-based archive, it is disconnected from the user account. Disconnected archives are retained in Exchange Online for a period of 30 days. During this period, it’s possible to reconnect the archive to the same user account. After this period, the disconnected archive is purged from Exchange Online and can’t be recovered.

• Connect a disconnected cloud-based archive to a user mailbox. For details, see Connect a Disconnected Personal (On-Premises) or Cloud-Based Archive.

Moving Data to a Cloud-Based Archive

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You can use retention policies to move messages to a user’s cloud-based archive. When you enable an archive, the default retention policy called Default Archive and Retention Policy is automatically applied to the user. This policy has a default policy tag (DPT) assigned that moves items to the archive mailbox after two years. You can also create your own archive and retention policies and apply them to mailbox users. To learn more about archive policies, see Understanding Personal Archives. To learn more about retention tags and retention policies, see Understanding Retention Tags and Retention Policies.

Users can also move messages to their archive by using the following methods:

1. Apply archive policies to individual messages or folders. Archive policies are implemented by creating personal tags that use the Move to Archive action. For details about how to create retention tags, see Create a Retention Tag. 
2. Use Inbox rules to either move messages to a folder that has an archive policy assigned or have the rule apply an archive policy to the message itself. To learn more about Inbox rules, see Manage email messages by using rules.
3. Move messages manually in Outlook or Outlook Web App.

For all these operations, the cloud-based archive behavior is similar to a personal archive.

Exporting Data From a Cloud-Based Archive

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Users can move messages from their cloud-based archive to their primary mailbox by using Outlook or Outlook Web App. Users can also move or export messages to a .pst file by using Outlook. For details, see Export Multi-Mailbox Search Results to an Outlook Data File (.pst).

Note:
To protect your organization’s messaging data, you can disable users’ ability to move messages from their primary mailbox or cloud-based archive to a .pst file or another mailbox. To do this, use Registry entries or the group policy settings included in the Office 2010 Administrative Templates. For details, see Plan for compliance and archiving in Outlook 2010.

You can also export a cloud-based archive to a .pst file by first moving it to an on-premises Mailbox server and then creating a mailbox export request. To learn more about export requests, see Understanding Mailbox Import and Export Requests.

Cloud-Based Archives and Retention

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Archive policies, which you create on an on-premises Mailbox server, move messages to the user’s personal or cloud-based archive. Once in the archive, messages must continue to be processed and removed based on the user’s retention policy.

To accomplish this, you must export retention policies and retention tags from your on-premises organization and import them to your cloud-based organization in Exchange Online. After you complete the import process, the imported policies are applied to cloud-based archive mailboxes, and messages expire based on users’ retention policies.

Important:
If you make changes to retention tags or retention policies in your on-premises organization (for example, if you create a new retention tag, modify the retention age property of an existing tag, or remove a tag), you must perform the export and import procedure again to make sure that the retention tags and policies from your on-premises organization are also updated in Exchange Online.

Cloud-Based Archives, Discovery, and Litigation Hold

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In Exchange 2010, you can use Multi-Mailbox Search to perform discovery searches in mailboxes across your organization. When performing a discovery search, users’ cloud-based archives are also searched. No additional action is required to include a cloud-based archive in the search. Messages returned in a search are copied to the on-premises discovery mailbox specified in the search. To learn more about discovery searches, see Understanding Multi-Mailbox Search.

Similarly, when a mailbox user is placed on litigation hold, the user’s cloud-based archive is also placed on hold. Messages aren’t purged from the cloud-based archive until the hold is removed. To learn more about litigation hold, see Understanding Litigation Hold.

Cloud-Based Archives and Auditing

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The following auditing features in Exchange 2010 also work with Exchange Online Archiving:

Mailbox audit logging   In Exchange 2010 SP1 and later, you can enable mailbox audit logging to log access by delegate users or administrators and the mailbox owner. When mailbox audit logging is enabled for a mailbox, the configured settings are also applied to the user’s cloud-based archive. The same on-premises tools used to retrieve audit log entries for the on-premises mailbox also return mailbox audit entries for the cloud-based archive. To learn more, see Understanding Mailbox Audit Logging.

Administrator audit logging   In Exchange 2010 SP1 and later, administrator audit logging allows you to audit actions taken administrators when they use the EMC, Exchange Control Panel (ECP), or the Shell to make a change in your organization. If admin audit logging is enabled on your on-premises server, all administrative operations performed against Exchange Online Archiving are also logged. You must search the administrator audit logs in your on-premises Exchange organization separately from the Exchange Online Archiving audit logs. To learn more, see Overview of Administrator Audit Logging.

Understanding Personal Archives

Applies to: Exchange Server 2010 SP2

Topic Last Modified: 2012-01-10

Personal archives (also called on-premises archives) help you regain control of your organization's messaging data by eliminating the need for personal store (.pst) files and allowing users to store messages in an archive mailbox accessible in Microsoft Outlook 2010 and Microsoft Office Outlook Web App.

Looking for management tasks related to personal archives? See Managing Archives.

Looking for information about cloud-based archives? See Understanding Exchange Online Archiving.

Contents

Messaging Data and .pst Files

Personal Archives

Client Access to Archive Mailboxes

Moving Messages to the Archive Mailbox

Archive Quotas

Personal Archives and Other Exchange Features

Managing Archive Mailboxes

Messaging Data and .pst Files

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Outlook uses .pst files to store data locally on users' computers or network shares. Unlike offline store (.ost) files (which are used by Outlook in Cached Exchange Mode to store a copy of the mailbox for offline access), .pst files aren't synchronized with the user's Exchange mailbox. If a user moves messages to a .pst file, those messages are removed from the mailbox.

Using .pst files to manage messaging data can result in the following issues:

• Unmanaged files   Generally, .pst files are created by users and reside on their computers or network shares. They aren't managed by your organization. As a result, users can create several .pst files containing the same or different messages and store them in different locations, with no organizational control.
• Increased discovery costs   Lawsuits and some business or regulatory requirements sometimes result in discovery requests. Locating messaging data that resides in .pst files on users' computers can be a costly manual effort. Because tracking unmanaged .pst files can be difficult, .pst data may be undiscoverable in many cases. This could possibly expose your organization to legal and financial risks.
• Inability to apply messaging retention policies   Messaging retention policies can't be applied to messages located in .pst files. As a result, depending on business or applicable regulations, your organization may not be in compliance.
• Risk of data theft   Messaging data stored in .pst files is vulnerable to data theft. For example, .pst files are often stored in portable devices such as laptops, removable hard drives, and portable media such as USB drives, CDs, and DVDs.
• Fragmented view of messaging data   Users who store information in .pst files don't get a uniform view of their data. Messages stored in .pst files are generally available only on the computer where the .pst file resides. As a result, if users access their mailboxes using Outlook Web App or Outlook on another computer, the messages stored in their .pst files are inaccessible.

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Personal Archives

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In Microsoft Exchange Server 2010, personal archives provide users with an alternate storage location in which to store historical messaging data. A personal archive is an additional mailbox (called an archive mailbox) enabled for a mailbox user. Outlook 2010, Outlook 2007, and Outlook Web App users have seamless access to their archive mailbox. Using either of these client applications, users can view an archive mailbox and move or copy messages between their primary mailbox and the archive. Personal archives present a consistent view of messaging data to users and eliminate the user overhead required to manage .pst files. Eliminating the use of .pst files significantly reduces your organization's exposure to the risks outlined in the previous section.

In Exchange 2010 Service Pack 1 (SP1), you can provision a user's personal archive on the same mailbox database as the user's primary mailbox, another mailbox database on the same Mailbox server, or a mailbox database on another Mailbox server in the same Active Directory site. This provides flexibility to use tiered storage architecture and to store archive mailboxes on a different storage subsystem, such as near-line storage. In cross-premises Exchange 2010 deployments, you can also provision a cloud-based archive for mailboxes located on your on-premises Mailbox servers.

Provisioning archive mailboxes

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Client Access to Archive Mailboxes

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The following table lists the client applications that can be used to access archive mailboxes.

Client access to archive mailboxes

Client	Access to archive mailbox
Outlook 2010, Outlook 2007, and Outlook Web App	Yes. Outlook 2010, Outlook 2007 and Outlook Web App users can copy or move items from their primary mailbox to their archive mailbox, and can also use retention policies to move items to the archive. Note: Outlook 2010 and Outlook 2007 users can also copy or move items from .pst files to their archive mailbox. Outlook 2007 users require the Office 2007 Cumulative Update for February 2011. Some differences in archive support exist between Outlook 2010 and Outlook 2007. For more information, see Exchange Team Blog article, see Yes Virginia, there is Exchange 2010 archive support in Outlook 2007.
Outlook 2003 and older clients	No.
Microsoft Exchange ActiveSync	No.

Note:
Personal archives are a premium feature and require an Exchange Enterprise client access license (CAL). For details about licensing Exchange, see Exchange Server Licensing. For details about the versions of Microsoft Outlook required to access an archive mailbox, see License requirements for Personal Archive and retention policies.

Outlook doesn't create a local copy of the archive mailbox on a user's computer, even if it's configured to use Cached Exchange Mode. Users can access an archive mailbox in online mode only.

Delegate Access

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Delegate access is when a user or set of users is provided access to another user's mailbox. There are several scenarios for providing delegate access, including:

• Providing one or more users with access to the mailbox of a user who is no longer employed by the organization. In this case, users who may be given delegate access include the departed user's manager or supervisor or another user who will assume the departed user's responsibilities. 
• Providing one or more users with access to a shared mailbox.
• Providing executive assistants with access to the mailboxes of the executives they're assisting.

In Exchange 2010 SP1, when you assign Full Access permissions to a mailbox, the delegate to which you assign the permissions can also access the user's personal archive. Delegates must use Outlook to access the mailbox, and they must connect to an Exchange 2010 SP1 Client Access server for Autodiscover purposes. Autodiscover is an Exchange 2010 service that provides configuration settings to automatically configure Outlook clients. When delegates use Outlook to access an Exchange 2010 SP1 mailbox, both the primary mailbox and the personal archive to which they have access are visible from Outlook. For details about assigning Full Access permissions, seeManage Full Access Permissions.

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Moving Messages to the Archive Mailbox

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There are several ways to move messages to archive mailboxes:

• Move or copy messages manually   Mailbox users can manually move or copy messages from their primary mailbox or a .pst file to their archive mailbox. The archive mailbox appears as another mailbox or .pst file in Outlook and Outlook Web App.
• Move or copy messages using Inbox rules   Mailbox users can create Inbox rules in Outlook or Outlook Web App to automatically move messages to a folder in their archive mailbox. To learn more, see Learn About Inbox Rules.
• Move messages using retention policies   You can use retention policies to automatically move messages to the archive. Users can also apply a personal tag to move messages to the archive. For details about archive and retention policies, see Archive and Retention Policies later in this topic.
  

  Note:
  Personal tags are available only in Outlook 2010 and Outlook Web App.

• Import messages from .pst files   In Exchange 2010 SP1, you can use a mailbox import request to import messages from a .pst file to a user's archive or primary mailbox. For details, see Understanding Mailbox Import and Export Requests. Tools used to locate .pst files within an organization are available from Microsoft partners. For a list of Microsoft partners for archiving, see "Archive and Compliance Partners" in Independent Software Vendors.

Archive and Retention Policies

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In Exchange 2010, you can apply archive policies to a mailbox to automatically move messages from a user's primary mailbox to the archive mailbox after a specified period. Archive policies are implemented by creating retention tags that use the Move to Archive retention action.

Messages are moved to a folder in the archive mailbox that has the same name as the source folder in the primary mailbox. If a folder with the same name doesn't exist in the archive mailbox, it is created when the Managed Folder Assistant moves a message. Re-creating the same folder hierarchy in the archive mailbox allows users to find messages easily.

To learn more about retention policies, retention tags, and the Move to Archive retention action, see Understanding Retention Tags and Retention Policies.

Important:
You can't apply a managed folder mailbox policy to mailboxes that have a personal archive. Managed content settings created for managed folders can't use the Move to archive action. To learn more about managed folders, see Understanding Managed Folders.

Default Archive and Retention Policy

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Exchange Setup creates the default archive and retention policy Default Archive and Retention Policy. This policy contains retention tags that have the Move to Archiveaction, as shown in the following table.

Default archive and retention policy

Retention tag name	Tag type	Description
Default 2 year move to archive	Default	Messages are automatically moved to the archive mailbox after two years. Applies to items in the entire mailbox that don't have a retention tag applied explicitly or inherited from the folder.
Personal 1 year move to archive	Personal	Messages are automatically moved to the archive mailbox after one year.
Personal 5 year move to archive	Personal	Messages are automatically moved to the archive mailbox after five years.
Personal never move to archive	Personal	Messages are never moved to the archive mailbox.
Recoverable Items 14 days move to archive	Personal	Messages are moved from the Recoverable Items folder of the user's primary mailbox to the Recoverable Items folder of the archive mailbox. Users attempting to recover deleted items in the archive must use the Recover Deleted Items feature on the archive mailbox.

If you enable a personal archive for a mailbox user and the mailbox doesn't already have a retention policy assigned, the default archive and retention policy is automatically assigned. After the Managed Folder Assistant processes the mailbox, these tags become available to the user, who can then tag folders or messages to be moved to the archive mailbox. By default, e-mail messages from the entire mailbox are moved after two years.

Archive policy in Outlook 2010 and Outlook Web App

Before provisioning archive mailboxes for your users, we recommend that you inform them about the archive policies that will be applied to their mailbox and provide subsequent training or documentation to meet their needs. This should include details about the following:

• Functionality available within the archive, the default archive and retention policies.
• Information about when messages may be moved automatically to the archive.
• Information about the folder hierarchy created in the archive mailbox.
• How to apply personal tags (displayed in the Archive policy menu in Outlook and Outlook Web App).

Note:

If you apply a retention policy to users who have an archive mailbox, the retention policy replaces the default archive and retention policy. You can create one or more retention tags with the Move to Archive action, and then link the tags to the retention policy. You can also add the default Move to Archive tags (which are created by Setup and linked to the Default Archive and Retention Policy) to any retention policies you create.

In Exchange 2010 SP1, the default archive and retention policy contains additional retention tags with the Delete and Allow Recovery action. To learn more, seeUnderstanding Retention Tags and Retention Policies.

For information about compliance and archiving in Outlook 2010, see Plan for compliance and archiving in Outlook 2010.

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Archive Quotas

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Archive mailboxes are designed so that users can store historical messaging data outside their primary mailbox. Often, users use .pst files due to low mailbox storage quotas and the restrictions imposed when these quotas are exceeded. For example, users can be prevented from sending messages when their mailbox size exceeds the Prohibit send quota. Similarly, users can be prevented from sending and receiving messages when their mailbox size exceeds the Prohibit send and receive quota.

To eliminate the need for .pst files, you can provide an archive mailbox with storage limits that meet the user's requirements. However, you may still want to retain some control of the storage quotas and growth of archive mailboxes to help monitor costs and expansion.

To help with this control, you can configure archive mailboxes with an archive warning quota and an archive quota. When an archive mailbox exceeds the specified archive warning quota, a warning event is logged in the Application event log. When an archive mailbox exceeds the specified archive quota, messages are no longer moved to the archive, a warning event is logged in the Application event log, and a quota message is sent to the mailbox user. By default, in Exchange 2010 SP1, the archive warning quota is set to 45 gigabytes (GB) and the archive quota is set to 50 GB. In Exchange 2010 release to manufacturing (RTM), both quotas are set to Unlimited.

The following table lists the events logged and warning messages sent when the archive warning quota and archive quota are met.

Archive quota alerts

Quota	Event ID	Type	Source	Category	Message
Archive warning quota	10022	Warning	MSExchangeMailboxAssistants	Managed Folder Assistant	The archive mailbox '<Display Name>:<GUID>:<Mailbox Database>:<Server FQDN>' exceeded the archive warning quota '<Archive warning quota>'. Archive mailbox size is '<Size>' bytes.
Archive quota	8538	Warning	MSExchangeIS	General	The archive mailbox for <Legacy DN> has exceeded the maximum archive mailbox size. You can't copy or move items into the archive mailbox. All message retention actions that move items to the archive mailbox will fail, and the primary mailbox may contain items with expired retention tags until the archive mailbox is within the maximum size limit. The mailbox owner should be notified about the condition of the archive mailbox.

For details about how to configure archive quotas, see Configure Archive Quotas for a Personal (On-Premises) Archive.

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Personal Archives and Other Exchange Features

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This section explains the functionality between personal archives and various Exchange features:

• Exchange Search   The ability to quickly search messages becomes even more critical with archive mailboxes. For Exchange Search, there's no difference between the primary and archive mailbox. Content in both mailboxes is indexed. Because the archive mailbox isn't cached on a user's computer (even when using Outlook in Cached Exchange Mode), search results for the archive are always provided by Exchange Search. When searching the entire mailbox in Outlook 2010 or Outlook Web App, search results include the users' primary and archive mailbox.
  To learn more about Exchange Search, see Understanding Exchange Search.
• Multi-Mailbox Search   When a discovery manager uses Multi-Mailbox Search to perform a discovery search, users' archive mailboxes are also searched. There's no option to exclude archive mailboxes when creating a discovery search from the Exchange Control Panel (ECP). When using the Exchange Management Shell to create a discovery search, you can exclude the archive by using the DoNotIncludeArchive switch. For details, see New-MailboxSearch.
  

  Note:
  You can't use Multi-Mailbox Search to search a disconnected mailbox.

  To learn more about Multi-Mailbox Search, see Understanding Multi-Mailbox Search.
• Litigation hold   When you place a mailbox on litigation hold, the hold is placed on both the primary and the archive mailbox. To learn more about litigation hold, seeUnderstanding Litigation Hold.
• Recoverable Items folder   The archive mailbox contains its own Recoverable Items folder and is subject to the same Recoverable Items folder quotas as the primary mailbox. To learn more about recoverable items, see Understanding Recoverable Items.

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Managing Archive Mailboxes

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In Exchange 2010, creating and managing archive mailboxes is integrated with common mailbox management tasks, such as the following:

• Creating an archive mailbox   You can create an archive mailbox when creating a mailbox, or you can enable an archive mailbox for an existing mailbox. For details, see Create a Personal (On-Premises) or Cloud-Based Archive for a New Mailbox and Enable a Personal (On-Premises) or Cloud-Based Archive for an Existing Mailbox.
• Moving an archive mailbox   You can move a user's archive mailbox to another mailbox database on the same Mailbox server or to another server. In Exchange 2010 SP1, you can move a user's archive mailbox independent of the primary mailbox. In Exchange 2010 RTM, a user's archive mailbox resides on the same Mailbox server as the primary mailbox. To move a user's archive mailbox, you must create a mailbox move request. For details, see Create a Local Move Request.
• Disabling an archive mailbox   You may want to disable a user's archive mailbox for troubleshooting purposes or if you're moving the primary mailbox to a version of Exchange that doesn't support personal archives. Disabling an archive is similar to disabling a primary mailbox. For details, see Disable a Personal (On-Premises) or Cloud-Based Archive for a Mailbox. A disabled archive mailbox is retained in the mailbox database until the deleted mailbox retention period for that database is reached. During this period, you can reconnect the archive to a mailbox user. When the deleted mailbox retention period is reached, the disconnected archive mailbox is purged from the mailbox database.
• Retrieving mailbox statistics and folder statistics   You can retrieve mailbox statistics and mailbox folder statistics for a user's archive mailbox by using the Archiveswitch with the Get-MailboxStatistics and Get-MailboxFolderStatistics cmdlets.

Outlook 2007 search problem

Instant Search is not finding items

Applies to: Microsoft Office Outlook 2007

Symptoms

Instant Search is enabled, but when you search for items in Outlook, no search results appear, or the ones that do appear don't match your search criteria.

If you are not sure if Search is enabled, find out more about enabling Instant Search.

Possible causes

• The indexing of your data files might not be complete. Indexing is what enables the Instant Search feature to quickly locate items.

 NOTE   When you first start using Instant Search, Outlook needs to index your data files to provide fast and complete search results. This process might take several minutes.

See Resolving indexing issues below.

• You are searching for messages that are clear-signed (a method of encryption) and you are searching in either a Personal Folders file (.pst) or Offline Folder files (.ost) file for these items.

 NOTE   This might occur if you are using either Windows Desktop Search (WDS) or Outlook (Instant Search or Advanced Find) to search for the messages.

See Resolving clear-signed message issues below.

Resolving indexing issues

VERIFY THAT YOUR OUTLOOK DATA FILES CAN BE INDEXED

Outlook indexes the following data files:

• Personal Folders files (.pst)
• Offline Folder files (.ost)

This includes Microsoft Windows Live Mail, IMAP, and POP e-mail accounts. If you use a Microsoft Exchange account (much more common in business e-mail systems than in a home or personal account), you must be connected to the server running Exchange and use Cached Exchange Mode for Instant Search to index your messages. Cached Exchange Mode uses an Offline Folders file (.ost) to save your information on your computer. To verify which data files are being indexed, do the following:

1. On the Tools menu, point to Instant Search, and then click Search Options.

Alternatively, click the arrow in the Instant Search pane, and then click Search Options on the menu.

2. Under Indexing, verify that the data files that you want to include in your search are selected in the Index messages in these data files list.

VERIFY THAT INDEXING IS COMPLETE

To verify the indexing status, do the following:

1. On the Tools menu, point to Instant Search, and then click Indexing Status.

Alternatively, click the arrow in the Instant Search pane, and then click Indexing Status on the menu.

2. Verify that the dialog box reports 0 items remaining. If not, indexing is not complete and needs to finish before all of your Outlook items can be searched.

INDEXING STATUS REPORTS "0 ITEMS REMAINING," HOWEVER, SEARCH RESULTS ARE NOT CORRECT

If the Indexing Status reports 0 items remaining and Instant Search is still not returning the correct search results, exit Outlook and restart your computer. When you start Outlook again, verify that Outlook is indexing your items properly by doing the following:

1. On the Tools menu, point to Instant Search, and then click Indexing Status.

Alternatively, click the arrow in the Instant Search pane, and then click Indexing Status on the menu.

2. Verify that the number of items in the Indexing Status dialog box has increased. If the number has not increased, you must wait until indexing is complete for the results.

I RESTARTED MY COMPUTER, AND INSTANT SEARCH STILL DOESN'T RETURN THE CORRECT RESULTS

If you aren't getting results after restarting, the next step is to rebuild your search catalog. The search catalog is a file where all of your Outlook and Microsoft Windows items are indexed. To rebuild your search catalog, do the following:

1. Exit Outlook.
2. In Microsoft Windows, click the Start button, and then click Control Panel.
3. Do one of the following:
• Windows Vista     Click System Maintenance, and then click Indexing Options.

 NOTE   In Classic view, double-click Indexing Options.

• Microsoft Windows XP     Under See Also, click Other Control Panel Options, and then click Indexing Options.

 NOTE   In Classic view, double-click Indexing Options.

4. Click Advanced.
5. Click Rebuild.
6. Restart Outlook.

Resolving clear-signed message issues

If a clear-signed message is stored in a Personal Folders files (.pst) or an Offline Folder files (.ost), Outlook Instant Search (and Windows Desktop Search) will not be able to find it. The way that Outlook encrypts, or "packages," the body text of a message when signed using clear-sign encryption technology renders the message text unsearchable.

For more information on signing and encryption technology, see Understanding Public Key Cryptography.

You can use the following steps however, to find out if the file location is part of the problem.

1. Determine if you are searching a .pst or .ost.

How?

2. If you think that the messages are stored in other data files besides a .pst or the .ost, clear the check boxes (if necessary) and then try your search again.

If you are searching a data file other than a .pst or an .ost, and Instant Search still isn't finding the messages, see if you have your Outlook e-mail account set to use Cached Exchange Mode. If so, turn off Cached Exchanged Mode and then try your search again.