how to fix how long emails are kept for

Dear Carla Barnett,

Thank you for posting your question to the Microsoft Q&A forum. I understand how concerning it is when your email history seems to disappear after just 3 months, especially when you know you have ample storage available.

Before we proceed with further troubleshooting steps, could you please confirm for me if you are using a Work/School account or a Personal account (like Outlook.com/Hotmail)?

I see that you posted your question in the New Outlook section, so the following information is specific to that version. (If you are using Classic Outlook or Outlook on the Web, please let me know).

The New Outlook operates directly on the cloud server. If your emails are cutting off at the 3-month mark, it is likely due to a Server-Side Archiving rule or a Retention Policy set by the organization.

Here are the specific steps to troubleshoot this in the New Outlook:

Step 1: Check the "Archive" Folder

In the New Outlook, the system often moves older emails out of your primary Inbox to a separate storage area to keep the main cloud connection fast.

1. Look at the folder pane on the left side of your screen.
2. Scroll down past your standard folders (Drafts, Sent, Deleted Items).
3. Look for a section header named "Archive" or "Online Archive".

It is highly likely your emails older than 3 months are sitting in the "Inbox" folder located inside this Archive structure.

Step 2: Verify Retention Policies

If the emails are not in the Online Archive, a server retention policy might be automatically deleting or moving them based on their age.

1. Right-click on your main Inbox folder.
2. Check if you can see an option labeled Assign Policy.
3. If a policy is active, it will often be checked here.

If a policy is active, you will likely need to contact your IT Administrator to adjust the retention tags for your mailbox. If your administrator has applied a "3 Month Delete" policy to your Inbox, your emails are not hiding but they are being actively removed. You should check your Deleted Items recovery to see if you can salvage them.

I hope these steps help you locate your missing history. Please let me know if you have any other questions.

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