[Astro] Email inbox changes

[Garreth Martin (staff)]

For students who can't access the sharepoint, the article is forwarded below.

---------- Forwarded message ----------
From: "Garreth Martin (staff)" <Garreth.Martin at nottingham.ac.uk>
Date: 30 Oct 2025 14:18
Subject: Managing your email storage – what’s changing
To: "Garreth Martin (staff)" <Garreth.Martin at nottingham.ac.uk>
Cc:


Following a successful pilot within Digital Technology Services, we are making changes to email storage in Microsoft Outlook to mitigate increases in M365 storage costs. These changes are designed to help you proactively manage your mailbox while en…

[cid:ddd3d7d7-d5fa-47d5-8a28-63d6c2c2199f]
Managing your email storage – what’s changing
[X]
Scott Williams (staff)
Engagement & Communication Specialist

Following a successful pilot within Digital Technology Services, we are making changes to email storage in Microsoft Outlook to mitigate increases in M365 storage costs. These changes are designed to help you proactively manage your mailbox while ensuring important emails continue to be safely stored.

What is changing?



Email archiving



  *   Every staff member will have an Online Archive mailbox created automatically (this does not apply to shared mailboxes).
  *   Emails older than 90 days will be moved automatically into your archive. This helps keep your main mailbox lighter and faster. The process will take a few days to complete, but emails will continue to be available and no action is required from you.
  *   Your archive mirrors your current folder structure, so you will find your emails organised just as before. In the Outlook app, it will appear as: “Online Archive – [Your Name]” and in the web version as “In-Place Archive [Your Name}”.
  *   You can still move emails into the archive manually if needed.
  *   Archived emails will also appear in your Outlook searches, so you can find them quickly alongside your current mailbox.
  *   The archive is available across Outlook Web, New Outlook, desktop (Windows/Mac) and mobile apps. Please note: some third-party email applications may display archives differently.

Deleted items



  *   Emails in your Deleted Items folder will be permanently deleted after 90 days.
  *   You can still restore deleted emails during this 90-day period.
  *   This change aligns email deletion with how files are managed in OneDrive and SharePoint.

Tip: Only delete emails you no longer need to keep your mailbox tidy.

To listen to this article or increase text size on desktop, click the Immersive Reader button below the menu bars.

[cid:a72abce6-e540-4682-b77f-2bb22fca70ce]
Calendar archive



Archived calendars



Once online archiving is applied to your email account, an archive version of your calendar will also be created. This archive calendar contains appointments that are over 90 days old, while your ‘live’ mailbox calendar continues to show:

  *   All future appointments (coming days, weeks, and months)

  *   All appointments from the past 90 days

  *   All recurring appointments from the date they were created

Accessing archived calendars



Archived calendars are currently only visible via the classic version of the Outlook desktop app — not in New Outlook or the web version.

To view the archive calendar, go to:

My Calendars → Calendar – Online Archive – [your email address]

This will include archive versions of any additional calendars you have added (shared, room, or colleagues’ calendars), regardless of whether archiving has been applied to them.



[cid:f79df2e4-bfd9-4614-aaa1-28469df15b2d]
What you will see in your archive calendar



The archive calendar only shows appointments from over 90 days ago. When selected, it may appear empty — simply navigate to a date more than 90 days in the past to view older entries.

Why these changes matter



  *   The changes are an important step to mitigate increases in M365 storage costs without deleting anything important.

  *   Older emails are safely archived, so you can search and access them at any time.

  *   Your day-to-day email use won’t change.

Support and feedback



We are expecting to roll this out over the next 2 months, and DTS is here to support you every step of the way:

  *   If you need help accessing your archive or recovering emails, contact the IT Service Desk<https://www.nottingham.ac.uk/dts/help/it-support.aspx>.

  *   We value your feedback on how these changes impact your workflow, your input helps us continue to improve. Please contact us at UI-DTS-Datastorage at nottingham.ac.uk<mailto:UI-DTS-Datastorage at exmail.nottingham.ac.uk>

Your comments



You can comment on this article, using the comment box at the bottom of this page. Please stay on topic and comment responsibly, following guidelines on our intranet info pages<https://uniofnottm.sharepoint.com/sites/InternalCommunications/SitePages/Commenting-on-our-internal-platforms.aspx>.

<https://uniofnottm.sharepoint.com/sites/intranet/SitePages/Managing-your-email-storage-%E2%80%93-what%E2%80%99s-changing.aspx?from=SendByEmail&NewsLetter=true&origin=footer>
View in SharePoint
How was the formatting of this email?   [Do you like the email formatting?] <https://uniofnottm.sharepoint.com/sites/intranet/SitePages/Managing-your-email-storage-%E2%80%93-what%E2%80%99s-changing.aspx?from=SendByEmail&NewsLetter=true&origin=footer&transpileFeedback=positive&isMultiColumn=true>        [Do you not like the email formatting?] <https://uniofnottm.sharepoint.com/sites/intranet/SitePages/Managing-your-email-storage-%E2%80%93-what%E2%80%99s-changing.aspx?from=SendByEmail&NewsLetter=true&origin=footer&transpileFeedback=negative&isMultiColumn=true>
[cid:277486cb-5d0b-4942-8adf-3e5177652cb2]

This email is generated through The University of Nottingham's use of Microsoft 365 and may contain content that is controlled by The University of Nottingham.



-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.nottingham.ac.uk/pipermail/astro/attachments/20251030/ac89850d/attachment-0001.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: ddd3d7d7-d5fa-47d5-8a28-63d6c2c2199f
Type: application/octet-stream
Size: 107342 bytes
Desc: ddd3d7d7-d5fa-47d5-8a28-63d6c2c2199f
URL: <http://lists.nottingham.ac.uk/pipermail/astro/attachments/20251030/ac89850d/attachment-0005.obj>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: a72abce6-e540-4682-b77f-2bb22fca70ce
Type: application/octet-stream
Size: 34206 bytes
Desc: a72abce6-e540-4682-b77f-2bb22fca70ce
URL: <http://lists.nottingham.ac.uk/pipermail/astro/attachments/20251030/ac89850d/attachment-0006.obj>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: f79df2e4-bfd9-4614-aaa1-28469df15b2d
Type: application/octet-stream
Size: 71966 bytes
Desc: f79df2e4-bfd9-4614-aaa1-28469df15b2d
URL: <http://lists.nottingham.ac.uk/pipermail/astro/attachments/20251030/ac89850d/attachment-0007.obj>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: 277486cb-5d0b-4942-8adf-3e5177652cb2
Type: application/octet-stream
Size: 4938 bytes
Desc: 277486cb-5d0b-4942-8adf-3e5177652cb2
URL: <http://lists.nottingham.ac.uk/pipermail/astro/attachments/20251030/ac89850d/attachment-0008.obj>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: d015188d-2b6d-4ae6-af8e-18e0ef3e06cf
Type: application/octet-stream
Size: 1865 bytes
Desc: d015188d-2b6d-4ae6-af8e-18e0ef3e06cf
URL: <http://lists.nottingham.ac.uk/pipermail/astro/attachments/20251030/ac89850d/attachment-0009.obj>