Polk County Public Schools, Staff
You will be able to see 60 days worth of email messages in your Outlook mailbox. However, not every mailbox item will be subject to the 60 day policy. Retention Policies will run nightly as a part of the normal mailbox maintenance process. Messages will be kept as follows:
No, the Mimosa Archive does not count towards the user’s Exchange mailbox size limit. In fact, because the bulk of email will be housed on the Mimosa NearPoint archive servers, rather than the email servers, performance issues and storage limit issues will dramatically decrease if not cease to exist.
Do not drag messages into the Mimosa Archive folder itself as that is not the intended purpose of the folder and it will still count toward the mailbox size on the Exchange email server.
Click on the “Mimosa Archive” folder in your Outlook Folder List to view messages that are over 60 days old.
5 years from the sent/received date. You will be able to access 5 years worth of data via your Mimosa Archive folder. The Mimosa Archive folder is available via Outlook and WebMail.
Yes! Now, we encourage you to create folders directly under your mailbox for organizational purposes. The folder structure you create will be copied into your archive as well.
The archive system eliminates the need for Personal Folders (.pst files). Since the bulk of email will be housed on the Mimosa NearPoint archive servers, rather than the email servers, performance issues and storage limit issues will dramatically decrease. While you will still be able to view and use Personal Folders they are no longer the District recommendation. The Outlook Personal Folders document may be helpful.
No. After 60 days, they will be automatically deleted from the Exchange email servers.
No, since you are still using the same mailbox, your archive will not be affected.
Save the message to your hard drive or other storage medium such as a Flash Drive or CD. You are responsible for saving, backing-up, and retrieving messages you save. The Saving Email On Your Hard Drive document may be helpful.
AutoArchive is no longer needed. You may turn off the AutoArchive feature in Outlook. The How to Turn AutoArchive Off document found on the Email Archive web page may be helpful.
The email will be deleted from the email servers that night but it will also be archived. It will remain in the archive 5 years from the Sent/Received Date.
The email will be deleted from the email servers that night but it will also be archived. It will remain in the archive 5 years from the Sent/Received Date. If the message was sent or received over 5 years ago, then the message will be deleted from the archive. If you still need this message, save a copy to your hard drive.
Data, in the form of Log Files, is constantly gathered on the Exchange email servers. This data is then uploaded to the archive servers every four hours. You will be able to see your data in your Mimosa Archive folder the next day to three days. Individual archive folders are refreshed every night but we have so many accounts that it can take 3 days to process all of them.
We are implementing policies that will not archive junk mail but there will inevitably be some that does not meet the policy criteria that will indeed get archived. Yes, anything that is sent or received or deleted will be archived.
You may delete emails as you have been and you can still choose to empty/purge the deleted items folder but there will also be a copy in the archive. So, in other words, you can still do “mailbox clean up” but you shouldn’t really need to as mailboxes will automatically be cleaned via the Exchange email retention policy.