Faculty and staff University E-mail Service accounts include primary storage of 1GB (in a primary mailbox) and unlimited secondary storage (in a secondary mailbox). All mail on the University E-mail Service is subject to the university's and your unit's retention policies and guidelines. The university's General Records Retention Schedule is provided in PDF format on the Library's web site.
Mailbox Storage Frequently Asked Questions
You will receive a warning when you reach 90% usage of your primary storage and will be prohibited from sending messages at 100% usage. Mail will continue to be delivered regardless. For information on moving messages from your primary mailbox to your secondary mailbox, see the Moving Messages between Mailboxes information below.
In Outlook Web App (OWA), the primary mailbox is labeled with your Last name, First name (Buckeye, Brutus) and the secondary mailbox is labeled with "Personal Archive - " your Last name, First name (Personal Archive - Buckeye, Brutus). The labels on your local e-mail client will be similar but may vary slightly depending on how your profile was created.
Accessing Your Primary and Secondary Mailboxes
Your primary mailbox is accessible from OWA, supported e-mail clients, and ActiveSync mobile devices (if ActiveSync is enabled for your account).
Your secondary mailbox is accessible from OWA and Outlook 2010, 2013 and 2016. Mac Outlook 2016 users can see the online archive folders but will not have the full ability to control the different automatic archive tagging of folders or individual email as indicated below. Only drop and drag to the online folders are currently supported. Mobile devices cannot access the secondary mailbox at this time.
Moving Messages between Mailboxes
Your secondary mailbox is intended to store messages that you do not generally need to access but that should be retained according to university and unit guidelines. You can move messages between your primary and secondary mailbox manually or allow the server to automatically move messages based on their age.
You can drag and drop messages between mailboxes and folders or use the Move menu in the Home or Message ribbon in the Outlook client. This is a good option when you know you will not need to access the message again but should not delete it or when you need to bring a message you had moved back into your primary mailbox for access outside of your client and OWA Tip: If you choose to move a message from your secondary mailbox back into your primary mailbox, update the archive policy on the message (right click, select Assign Policy/Archive Policy, and select the appropriate value) to ensure the server doesn't move it back to your secondary mailbox based on its age.
If you would like to move messages from your primary to secondary mailbox automatically, use OWA to confirm your folder archive settings. You can also use your client settings but only if your secondary mailbox is accessible from a supported client. Keep in mind that:
- You do not have to specify where messages are moved; archive settings are configured to move messages from your primary mailbox to your secondary mailbox.
- Your folder structure will be duplicated in your secondary mailbox when messages are moved.
- Your archive settings can be different for different folders.
- It will take at least 24 hours for any messages to be moved to your secondary storage after you have changed/applied archive settings
Update folder archive settings in OWA:
- Right click a folder in your primary mailbox.
- Select Archive Policy.
- Select at what age you want to move messages from this folder into your secondary mailbox.
Update folder archive settings in Outlook 2010/2013/2016:
- Right click a folder in your primary mailbox.
- Select Properties.
- Select the Policy tab.
- Select the appropriate value from the Move Items to the Archive when older than: drop down box.
Requesting Additional Primary Storage
If necessary, and if allowed according to your unit's e-mail guidelines, your primary storage mailbox can be expanded to larger than 1GB. Contact your local IT Professional or the IT Service Desk - Self Service, email@example.com, 614-688-HELP (4357) - to request additional primary storage. If using Self Service, please place a generic service request for a mailbox quota increase.
Be aware that you may not see the increased storage value displayed in your Outlook client (Outlook 2007, Outlook 2010). There is an issue with some clients that prevents the storage increase from being displayed without re-configuring your e-mail profile. You can confirm your primary storage usage in OWA at email.osu.edu by mousing over their mailbox name (Lastname, Firstname). Check out the IT Knowledge Base article that addresses this at ocio.osu.edu/KB03722 for more information.