Under the current Microsoft Cloud email messaging service, when a user’s mailbox size reaches its storage threshold, sending and receiving messages are temporarily suspended until messages are moved to the online archive folder or deleted to free up storage for new incoming and outgoing messages.
To ensure uninterrupted email service —especially when you are focused on other priorities rather than managing mailbox content — Microsoft will deploy a new auto-archiving feature starting in early February 2026.
How Does It Work?
The system will now act as a smart assistant for your storage management:
- The Trigger: Once your mailbox is nearly full (reaching 96% of the storage size threshold), the Microsoft Cloud email service will automatically move your oldest items to your Online Archive folder.
- The Goal: This process continues until your mailbox content drops below the 96% storage threshold.
- Hands-Free: This is a system-managed process. There is no manual effort required from you.
What Do I Need to Do?
For most users, no action is needed. Your oldest email messages are simply moved to a different "drawer" in your digital filing cabinet to prevent messaging service disruption.
- Accessing Archives: To reach out to messages moved to the online archive folder, look for the "Online Archive" or "In-Place Archive" folder in your Outlook folder list. We have prepared a comprehensive guide to help you navigate your Online Archive: 👉 PolyU_Staff_Email_Service_Online_Archive_User_Guide.pdf.
If you need further information or assistance, please contact the IT Help Centre (Tel: 2766 5900, WhatsApp/ WeChat: 6577 9669) or reach out to us via the IT Online ServiceDesk.
