How to Search the Exchange Oline Archive Mailbox


Introduction

Exchange Online archive policies have been implemented for employees and students. This article provides instructions on how to search your Online or In Place archive.

Instructions

How to Search Your Archive Mailbox in Outlook

If your organization uses Microsoft Exchange Online, you may have access to an archive mailbox—often called the Online Archive or In-Place Archive. This mailbox stores older messages and helps manage mailbox size. Here's how you can search your archive depending on which Outlook version you're using.

Outlook on the Web (OWA)

  1. Sign in to Outlook on the Web.
  2. Locate your In-Place Archive in the left folder pane—it appears as a separate mailbox.
  3. Use the Search bar at the top to enter keywords.
  4. Click the dropdown next to the search box to refine your search scope (e.g., “Archive Mailbox”).

✅ Tip: You can manually move messages to your archive by right-clicking and choosing “Move to Archive.”

New Outlook for Windows

The New Outlook experience offers a modern interface and improved search performance.

  1. Open Outlook and sign in to your account.
  2. Your archive mailbox appears below your primary mailbox in the folder pane.
  3. Use the Search bar at the top of the app.
  4. Use the filter options to select Online Archive if you want to limit results to your archived content.

Classic Outlook Desktop (Outlook 2016 / 2019 / Microsoft 365)

  1. Launch Outlook.
  2. In the folder pane, expand the Online Archive – [Your Name] mailbox.
  3. Click on any folder in the archive.
  4. Use the Search bar above the message list.
  5. Make sure the search scope is set to Current Folder or All Mailboxes, depending on what you need.

⚠️ Note: Search may not work properly in Cached Exchange Mode. Microsoft recommends using Online Mode for reliable archive search.

Outlook Mobile (iOS / Android)

Unfortunately, the archive mailbox is not visible or searchable in the Outlook mobile app. You’ll need to use Outlook on the Web or the desktop app to access your archive mailbox.

Workaround: If you frequently need archived content on your phone, consider using Outlook on the Web via your mobile browser.

Troubleshooting & Tips

  • Make sure your archive mailbox is enabled by your admin.
  • Archived items are usually moved automatically based on retention settings, but you can move them manually.
  • Archived items are searchable via Exchange Search, so indexing is automatic and fast.
  • Need help accessing your archive mailbox? Contact your IT support team.