When you use Outlook 2010 with a Exchange Server 2010 account, you can use the Personal Archive as an alternative storage location in which to save historical email messages. Items in the Personal Archive don’t count against your Exchange Server account storage quota and provide a less expensive storage solution for organizations.
Personal Archive would be a smarter choice than Outlook Data File (.pst) on your computer. Outlook Data File is only available on the computer where the file is saved compared to Personal Archive that can be accessed from Outlook 2010 or Outlook Web App from any computer.
Archive Policies are set by your Exchange Server administrator. By default, an Exchange server account includes one mailbox archive policy, and five archive policies that can be applied folders or individual messages.
Assign an archive policy to an email folder
i. Assign an archive policy
1. In the navigation pane, click a mail folder then go to [Folder] tab -> [Properties] group, then click [Policy].
2. On the [Policy] tab, under [Personal Archive], in the [Move Items to the Archive when older than] list, click an entry based on your organization’s guidelines.
ii. Remove an archive policy
When you remove an archive policy, the folder applies to the item, if one is assigned.
1. In the Navigation Pane, click a mail folder then go to the [Folder] tab -> [Properties] group -> click [Policy].
2. Under [Personal Archive], in the [Move Items to the Archive when older than] list, click [Use Parent Folder Policy].
iii. Assign an archive policy to email messages
1. In the message list, click a message, go to [Home] tab -> [Tags] group -> click [Assign Policy].
2. Under [Archive Policy], click an entry based on your organization’s guidelines.
Note*** To remove an archive policy, repeat step 1 then click [Use Folder Policy].
iv. View the mailbox archive policy
Click the [File tab] -> Under Account Information, make sure that your Exchange Server account is selected. Under Account Settings, information appears with the web address to use for accessing your Exchange account by using Outlook Web Access, and when email messages are automatically moved to the Personal Archive.