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Exchange Online Archiving – How to do

In additing to my previous blog Office 365 & Exchange Online Archiving, here are the details of how to do this task in Office 365 portal for online users.

After the migration from Exchange on-premises server to cloud solution, the options are available for global administrator to activate it. Also it depends on the plan from O365.

Size of the archive mailbox

The default quota size for an archive mailbox depends on the type of user license assigned to the mailbox.

  • Exchange Online (Plan 1) Users receive a combined total size of 25 GB for their primary mailbox and archive mailbox. Therefore, the size of the user’s archive mailbox can’t exceed 25 GB.
  • Exchange Online (Plan 2) Users receive unlimited storage in their archive mailbox. However, a default quota of 100 GB is set on the archive mailbox. In the unlikely event that a user reaches this quota, contact Office 365 support to request more storage space for the archive mailbox.
  • Note Administrators in a cloud-based organization can’t change the quota size for an archive mailbox.

How onlineArchive mailboxes help mitigate common issues?

  • They provide users with a single, unified archive for managing their messaging data
  • They allow users to:
    • Access their archive messages from any computer, by using Outlook Web App.
    • Easily copy or move messages between their primary and archive mailboxes.
    • Search their entire mailbox in Outlook 2010 or Outlook Web App. Because the archive mailbox isn’t cached locally on the user’s computer, search results include items found in the users’ archive mailbox.
  • They help address compliance needs in the following ways:
    • Archive mailboxes are searched when you perform a multi-mailbox search.
    • When litigation hold is enabled, a litigation hold applies to a user’s primary and archive mailbox.
    • An archive mailbox contains its own Recoverable Items folder and is subject to the same Recoverable Items folder quotas as the primary mailbox.

You can log on the Office 365 Portal to create an archive mailbox for a user’s primary cloud-based mailbox. Users can use the archive mailbox, also called a personal archive, to store historical messaging data by moving or copying messages from their primary mailbox to their archive mailbox.

The archived messages reside in the cloud, and users can access it from any computer using Microsoft Outlook 2010 or Outlook Web App.

Steps below for how to enable the archive mailbox for Office365:

  • Log on the Office 365 Admin Home Page portal.microsoftonline.com with global administrato credentials.
  • Click Manage user Exchange
  • Select the mailbox you want to enable the archive mailbox for and click Details.
  • Under Mailbox Features, select Archive and click Enable.
  • In the Archive Mailbox window, accept the default archive name (Archive Mailbox – <display name>) or type a new name.
  • Click Save. Note that the status for Archive is now Enabled.
  • After you save the change, the archive icon Archive Mailboxes is displayed in the mailbox list for the user’s mailbox to indicate the archive mailbox is enabled.
  • When you assign Full Access permissions to a mailbox, the delegate to which you assign the permissions can also access the corresponding archive mailbox. However, you can’t assign permissions directly to an archive mailbox.

Disable the archive mailbox

Caution When you disable an archive mailbox, the contents of the archive are permanently removed. The archive won’t be accessible by the user and you can’t reconnect the archive mailbox to the corresponding primary mailbox.

  1. Select Manage My Organization > Users & Groups > Mailboxes.
  2. Select the mailbox to disable the archive mailbox for and click Details.
  3. Under Mailbox Features, select Archive and click Disable.
  4. In the warning window, click Yes to disable the archive. At this point, disabling the archive mailbox is pending. You have to save this change for the archive to be disabled.
  5. Click Save to complete the process.

If you enable the archive mailbox after disabling it, a new archive mailbox is created, and it won’t contain the contents from the previous archive.

Enable archive mailboxes for all users in your organization by using Windows PowerShell

In my previous blog, which mentioned how to connect Office 365 Powershell utility from on-prem to cloud to do the PS task.

To enable an archive mailbox for all users in your organization, run the following command:

Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox')} | Enable-Mailbox -Archive When you run this command, the archive mailbox name is set to “Online Archive – <display name>” by default.

Change the Name of an Archive Mailbox

After you enable the archive mailbox for a user’s primary mailbox, you can change the name of the archive mailbox if necessary.

  1. Select Manage My Organization > Users & Groups > Mailboxes.
  2. Select the user’s mailbox and click Details.
  3. Under Mailbox Features, select Archive and click Edit.
  4. In the Archive Mailbox window, type a new name for the archive mailbox.
  5. Click Save.

The next time the user accesses their mailbox, the new name for the archive mailbox is displayed under the folder list in the left pane of Microsoft Outlook 2010 or Outlook Web App.

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