Summary: When the Office 365 mailbox grows larger it creates several issues. Here you will find the complete solution of how to move emails to in-place archive Office 365 to keep you safe from the upcoming issues caused by large mailboxes.
Office 365 has a very large community of users. Microsoft provides its Outlook email client with the Office 365 subscription plan to share the emails with others. But when the mailbox grows larger, it creates several issues that are not tolerable.
So, Office 365 has a feature of in-place archives to store the old emails that are not in use. There is a limit of 1.5 TB of space in the archive mailbox that is provided in batches of 100 GB by the admin. There are multiple features that can you get if you move emails to online archive.
Table Of Content
Why Do You Archive Emails in Outlook 365?
- Clear Separation of all emails from the primary mailbox.
- You can access the archive mailbox from any location with the help of the Internet.
- There is a search option to choose the required data.
- The complete security is maintained as per the primary mailbox.
- The loading time is reduced because the load is divided and the performance improves.
To enjoy these benefits, firstly you need to permit the archive option. By default the option of in-place archive is disabled. You can enable online archive Office 365 by two different methods. One is by using the Exchange Admin Center and another one is by using the PowerShell commands. Let’s discuss each one in detail.
How to Permit In-Place Archive in Office 365 using Exchange Admin Center (EAC)?
You can permit the in-place archive mailbox in Office 365 to move emails to in-place archive Office 365 by using some steps.
Step 1. Log in to the Office 365 account and go to Admin.
Step 2. Now on the lower side, Click Admin Centers> Exchange.
Step 3. In the EAC move to Recipients > mailboxes.
Step 4. Select the particular mailbox for which you want to permit the archive mailbox and Enable. You can also select multiple mailboxes for the archive.
Allow Archive Option by PowerShell to Archive Emails in Outlook 365
There is also an option to enable online archive mailboxes by using the PowerShell commands.
You need to connect to the Exchange Online by PowerShell. Then if you want to allow an archive for a particular mailbox, you need to run
- Enable-Mailbox –Identity user@domain.com –Archive
If you want to allow an archive mailbox for multiple users, then you need to run the
- Get-Mailbox –Filter {ArchiveStatus –Eq “None” –AND RecipientTypeDetails –eq “UserMailbox”} | Enable-Mailbox –Archive
After discussing the methods to allow archive now you can allow the archive as per the requirement either for a individual user or multiple users. Now it’s time to move emails to archive Office 365.
How to Move Emails to in-place Archive Office 365?
Basically, the archiving of the mailbox depends upon the policies offered by Microsoft. By default, the policy is set to the move item to archive after 2 years. The complete folder structure is also maintained in the archive for ease of access. You can manually transfer all the emails to the archive mailbox by using some steps.
Archive Emails in Outlook 365 Manually
If you are running out of space and not able to send or receive emails then you can manually archive the mailboxes.
Step 1. Select the data that you want to archive.
Step 2. After selecting the item press right-click.
Step 3. Choose the option of Move and the Inbox-Online Archive folder.
By using these three steps you can archive the items of the mailbox manually.
Exchange Online Archiving Policies to Move Emails to Online Archive
There are different policies in the archive on the basis of which you can move emails to in-place archive Office 365 such as
- User Parent Folder policy( 2 years)
- 1 Year
- 5 Year
- Never
These are the policies that are given by Microsoft to archive mailboxes. You can choose anyone as per the need. If you want to archive the items after 1 year then go with the 1 Year option and if you want to put the item in the archive after 5 years then go with the 5 year policy. Sometimes you do not want to put items in the archive then choose the never option.
Scenario 1: If you are regularly using Outlook then sending and receiving emails are frequent. Then there is a situation when you are not satisfied with the space of the archive. Then what is the solution?
How to Get More Space After Using Archive?
After archive emails in outlook 365, if you still require more space in Outlook. Then the best solution is to export the Office 365 archive mailbox to PST. Due to this, you will get different benefits such as more storage by exporting all archive data, Server performance increases, and an offline copy is also saved in the system.
You can use the Office 365 Export Tool to export Office 365 archive mailbox to PST. This tool is able to export emails along with contacts, calendars, and tasks as well. If the file size is larger, there is also an option to split files into smaller parts.
Export Archive to PST Stepwise
Step 1. Download the tool, Select Office 365 Archive as the Source and Outlook as the destination.
Step 2. Select the items under the workload, and apply the Date Filter.
Step 3. Enter the source details, validate them, and hit Next.
Step 4. Enter all the credentials into the destination window and Next.
Step 5. Now it’s time to load the users into the tool by Fetch users, Import users, and Download template option and click on Start Export.
Scenario 2: If you have the PST file and want to add that to the archive Office 365 directly. Then you can use the professional Office 365 import Tool. Through which you can import emails, calendars, and many more. The complete security of the data is taken care of by the tool. You can use the tool easily because of its interactive and understandable user interface.
Final Words
Using the Office 365 Archive mailbox is a great choice for using the space of Office 365 effectively. The complete steps are discussed to allow the Archive mailbox in Office 365.
Here we have explained how you can move emails to in-place archive Office 365 manually and by using Office 365 policies. An efficient solution is also discussed to provide more space by exporting archiving mailboxes to PST.