Cloud Email services are more popular services nowadays, and Microsoft is a leading provider of cloud email services. Therefore, organizations that are using these services excessively may want extra storage to store emails. However, instead of buying extra cloud storage, they use an archive mailbox to store less-used or old emails. Using this archive folder they can empty their inbox storage. But, sometimes online archive folder not showing in Outlook 365. Here, is a brief introduction about online archive folders and mailboxes and why we need them.
What is An Online Archive Folder and Mailbox in Outlook 365?
To understand this we first need to understand what is an archive. Let’s see a quick intro of all the terms.
Archive: It is a place (storage space) where you can store your old data or data that is not in daily use.
From above we can understand the meaning of archive in general terms. therefore, to be more specific Let’s understand two popular terms archive folder and archive mailbox.
Archive folder – This is a default Outlook folder for personal accounts (POP/IMAP) and Microsoft 365/Exchange accounts. However, moving emails to this folder doesn’t reduce your mailbox storage and it’s still included in searches performed from your Inbox.
Archive mailbox – This is a separate feature available for Microsoft 365 Business plans. It provides a dedicated mailbox for storing older emails, freeing up space in your primary mailbox. Unlike the Archive folder, the Online Archive acts like a second account with its folder structure and requires administrator setup. However, searches from your Inbox won’t include the Online Archive by default. Additionally, Microsft 365 provides a 50 GB storage quota of mailbox data for one user, if the mailbox capacity is full then the user can shift their data into an online archive mailbox.
Solution For the Online Archive Folder Not Showing in Your Mailbox
There are two categories one for Personal Outlook with a basic 5GB free plan and another for Outlook 365 plan where you get 50GB of mailbox Space.
- Outlook (regular mailbox) – If you are not able to see the archive folder in Outlook. In this case, maybe you are using outdated software or a Windows version you need to update, or maybe you have accidentally closed your archive folder to tackle this you have to follow these steps.
File > Account Settings > Account Settings > Data Files tab, select the archived. - Outlook (Office 365) – If you are unable to see the in-place(Online) archive in Outlook 365. In this case, there can be multiple reasons.
- current subscription does not include an online archive mailbox.
- Office 365 admin may not have enabled the archive online mailbox.
- Installation of Outlook may not be up to date.
- Correct license type may not be assigned to you.
- Full Access permission may not be correctly granted or may be assigned through the security group.
To overcome this, you have to verify all the reasons with your Office 365 admin after that you will be able to see the online archive mailbox.
Hence your query regarding the online archive folder not showing in Outlook 365 is solved!
Problematic Situation Related To Archive Mailbox
Steps to Migrate Using This Tool
After the successful solution of “online archive folder not showing in Outlook 365”. Let’s see steps to migrate in problematic situations.
Firstly, Source- It has multiple vendors who offer cloud mail services(in this case, select Office 365 as the Source).
Secondly, Destination – It also has a list of vendors where you want to merge your tenant(select Office 365 archive)Scroll down.
2. The new window will open – Moreover, This application offers categories to select the category that you want to merge (in this case, select all).
Firstly, migrate document permission – you can merge permissions that are granted to the current users of tenants.
Secondly, use group mapping – you can also map groups of source to destination.
You can also see the date option along with the email and document which let you choose the data by date(you can select the data between dates or before the date).
Afterward, click on Next.
3. Now the new interface is opened –In Admin Email – Enter the Admin email ID & enter the Application ID of the Source tenant (you can get an Application ID from Microsoft Azure ).
click the Validate button to validate the permissions associated with the Application ID.
Click on next.
4. Now the destination tab will be open –
In Admin Email – Enter the Admin email ID & enter the Application ID of the destination tenant (you can get an Application ID from Microsoft Azure ).
click the Validate button to validate the permissions associated with the Application ID (write permission).
Click on next.
5. Now Resources tab will be displayed –
This tab provides three categories Fetch Users, Import Users & Download Template to start migration
- Fetch Users – fetch all users of the source from the domain. (preferred)
- Import Users – import users from CSV files.
- Download Template – download a template to manually add the users of source and destination.
Click on the option you want.
6. Now, Click on validate.
7. After successful validation, you will see all icons are green. After that, click on the Start Migration.
Conclusion
In this post, we have mentioned all possible ways through which you can able to solve your query regarding the online archive folder not showing in Outlook 365. However, we have also discussed multiple scenarios in which the archive mailbox can be missing. Additionally, we have witnessed a promising solution to save time and extra cost.