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Keeping your email inbox neat and tidy can make your workday a lot smoother. But as those emails keep coming in, it can get overwhelming. Sometimes, important messages can get lost in chaos, causing confusion.

The solution to this problem is email archiving. In Office 365, there’s a special place called the Archive folder. It’s a location for your older emails that you don’t need right now. The great thing is, when you archive emails, they don’t clutter up your main inbox, so you have more space.

Today, we’ll show you how to use the Archive folder in Office 365 to keep your inbox organized. It is an easy way to make sure you can always find important emails when you need them.

Here, we will discuss how to archive mails in Office 365

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Try Office 365 Email Archiving tool to archive emails in Office 365 and Outlook in a few simple steps.

What is email archiving?

Mail archiving is the process of moving old or unused email messages from the primary Inbox to a separate storage location, usually a different folder. You can also easily retrieve any of the archived emails. This can help organizations to free up space in their mailbox while preserving all the important emails.

What are the benefits of email archiving?

Besides making the right email available at the right time, Office 365 email archiving has many advantages. Many users are unaware of the various benefits that email archiving has to offer-

  • It ensures a clear separation of all emails in the main mailbox.
  • These archived mails can be easily accessed from any device and location using Outlook 2013 and higher versions.
  • The search option enables users to find the right message at the right moment.
  • The archived emails are protected with the same level of security as that of the main mailbox.
  • The email server performs better since the load on it gets reduced.
  • The storage space is unlimited.
  • Any email can be archived easily, either manually or automatically.
  • The storage limit for the primary and archive mailbox is separate.
  • A clear and organized Inbox.
  • It avoids confusion of any kind resulting from a massive cluster of emails.
  • Enhanced productivity since no time is wasted in finding emails.
Enable archive mailbox in Office 365 using the Compliance Center:

First, check for the Archive page in the Exchange admin center for all the sufficient permissions to enable archiving. Before starting the procedure, Exchange administrators can assign the Mail Recipients role to the account (by default, this is given to Organization Management and Recipient Management role). Once this permission is given, the Archive page will appear in the Exchange admin center, and then you can follow these steps-

  1. Visit https://protection.office.com/ and sign in with your Office 365 credentials.
  2. In the “Security and Compliance Center,” select “Data governance,” and then click “Archive.”
  3. The “Archive” page will be displayed on the screen. You will see all the mailboxes that are connected to your Office 365 account. Also, the archive mailbox column will show whether an archive mailbox has been enabled or not.
  4. Now, select the mailbox for which you want to enable “Archive mailbox.” Click Enable.Select the mailbox
  5. A warning will be displayed on your screen as shown below. Click “Yes” to enable the archive mailbox.Enable archive mailbox

It will take a few seconds to create the “Archive mailbox.” Once it is created, the user will be able to see the archive mailbox.

You can also enable the archive mailbox using Microsoft PowerShell. However, that method might get complex for all novice users. That’s why the Compliance Center method is always recommended.

How can Office 365 users archive emails?

If the archive mailbox is enabled, Outlook or Outlook on the Web users can archive mails in Office 365 by following these steps:

  1. Log in to Outlook using an Office 365 account. Now, open the folder from where you want to archive emails.Select the specific emails, and then click on ArchiveNote: You can also perform this action by selecting the specific emails and then clicking the “Archive” icon on the top pane of the Office 365 account.
  2. Select the specific emails and right-click on them. A wizard will appear on the screen. Hit the “Archive” button to move these emails to the archive mailbox.Hit the Archive button
Archiving in Outlook 2016

If you have configured an Office 365 account in Outlook, you can use the archive feature of Outlook to archive old emails. However, please remember that emails are archived locally in the Archive folder of Outlook.

  1. Open Outlook on your desktop and select emails from your inbox or any other folder.
  2. Now, right-click on those selected emails, and click “Archive” to move emails to the archive mailbox.Move emails to the archive mailbox

Note: You can also perform this action by selecting emails and clicking “Archive” in the ‘Delete’ group (of the ribbon). You can also use the “backspace” button on the keyboard to directly archive the selected emails.

How to archive an Outlook folder?
  1. To move a whole folder to archive, then go to the “File” tab and select “Tools.” Now from the drop-down menu, select “Clean up old items.”Move whole folder to archive
  2. A window will appear on the screen with all the folders of Outlook. Select the specific folder that you want to move to archive. In this section, you can select the date from which you want to archive the emails. Also, you can include emails that have enabled “Do not Auto Archive.” Select the location on your system where you want to save this archive file and click “OK.”Select desired Location to save archive files
Archiving in Outlook 2013 and 2010

The archiving process in Outlook 2013 and 2010 is similar. To archive emails in Outlook 2010 and 2013, follow these steps:

  1. Open Outlook and go to the “File” tab.
  2. Now, choose “Cleanup Tools” and select “Archive” from the drop-down menu.Choose Cleanup Tools
  3. A pop-up window will appear on the screen with all the folders of Outlook, select the specific folder that you want to move to the archive mailbox.
  4. Select the date from which you want to archive the emails. Also, you can include emails that have enabled “Do not Auto Archive.” Select the location on your system where you want to save this archive file and click “OK.”Select the location to save fileThis archive will be saved to the chosen location.
Turn off AutoArchive in Office 365

When the user wants to archive mails in Office 365 only when they want, they can use the turn off AutoArchive feature.

  • Tap on File, go to Options & click on the tab Advanced.Tap on File
  • Within the AutoArchive section, click on AutoArchive Settings.click on AutoArchive Settings
  • You need to uncheck the option Run AutoArchive every n days checkbox.uncheck the option Run
How to enable Microsoft Office 365 archive mailbox via PowerShell?
  • Start by typing “powershell” in the Start menu, then select the PowerShell application from the list.Select the PowerShell application from the list
  • Using the below PowerShell Commandlet (cmdlet), connect to Exchange Online PowerShell
    Connect-ExchangeOnline

A sign-in window will appear after the Exchange Online module loads.Exchange Online module loads

  • Put in your username and password
  • The command line for Office 365 will appear once it is connected
  • Type up the below command to enable mailbox archiving for the selected use.
    Enable-Mailbox -Identity -ArchiveEnable mailbox archiving
  • You can enable archive mailboxes for all users by running the following command.
    Get-Mailbox -Filter {ArchiveGuid -Eq “00000000-0000-0000-0000-000000000000” -AND RecipientTypeDetails -Eq “UserMailbox”} | Enable-Mailbox -Archive
  • Run the below cmdlet to disable an archive mailbox for a single user.
    Disable-Mailbox -Identity -Archive
  • You can disable archive mailboxes for all users by running the following cmdlet.
    Get-Mailbox -Filter {ArchiveGuid -Ne “00000000-0000-0000-0000-000000000000” -AND RecipientTypeDetails -Eq “UserMailbox”} | Disable-Mailbox -Archive
A professional solution for Office 365 email archiving

If you need a direct, convenient, and more flexible solution to archive emails in Office 365, then you should consider a professional tool like Kernel Office 365 Email Archiving. It is a smartly designed tool that readily supports archiving selected or all Office 365 data to a secure file format. It is well capable of archiving data from Office 365 mailboxes, groups, public folders, shared mailboxes, and archive mailboxes and saving it into any of these formats- PST, EML, DOC, DOCX, HTML, HMT, PDF, and MSG. With the availability of certain intelligent filters, you can perform archiving of selective data too. To understand the actual working of the tool, users can download and install the free version of the tool from its official website.

To archive Office 365 emails, follow the steps below:

  1. Launch the Kernel Office 365 Email Archiving tool. On the Welcome Screen, click the “Add” option to add the Office 365 account to the tool.Office 365 Email Archiving tool
  2. Choose Use Basic Authentication and click Ok.Choose Use Basic Authentication
  3. Next, enter the Office 365 account login credential details like user name and password. You can either select the Single mailbox or Multiple mailbox option based on your choice. Then, click the “Add” option to add it.select the Single mailbox or Multiple mailbox option
  4. The Office 365 account gets added. Click “Set Filter and Migrate” to progress.Set Filter and Migrate
  5. Now, choose the Migration type as Mailbox, Archive Mailbox, or Public Folder from the source Office 365 account and click “Migrate.”choose the Migration type
  6. On the “Filter Selection” page, select the desired folders, apply filters – date filter, item type filter, and other options as per the need. Click “I am OK, Start Migration” to start the migration.Filter Selection
  7. Choose the archiving file format as PST (or any other) from the provided options and click “OK.”Choose the archiving file format as PST
  8. Next, provide the destination for the archived Office 365 mails and click “OK”.provide the destination
  9. The archiving process will start and be complete in no time.
  10. Check the specified destination for the archived email data.

With this utility, you can archive emails in Office 365 with minimal time, complete flexibility, and various options for output formats.

Conclusion

With your business on the rise, managing the ever-growing incoming of emails can be a challenge. Email archiving in Office 365 can help you in this situation. In this post, we have discussed various methods to help you master email archiving effectively.

But for a secure and streamlined approach, consider the Office 365 Email Archiving tool. It simplifies the process and ensures your important emails are readily accessible. With the right tools and insights, you can keep your inbox organized and focus on what matters most – growing your business. Discover the benefits of email archiving and empower your email management today.

FAQs
Q1- What happens to archived emails in Outlook 365?

A- If you choose to delete a message, it will be sent to your trash folder, where it can be recovered or permanently erased. However, if you opt to archive mails, it will be moved to the Archive folder (or All Mail on Gmail/Google Apps) by default. This means that the message will still be accessible, but it will no longer clutter your inbox.

Q2- What is the archiving limit for Office 365 email?

A- Office 365 users can take advantage of the archiving feature in Microsoft Purview to store up to 100 GB of additional email data once an archive mailbox is enabled. This comes in handy for those who receive a lot of emails or need to store large attachments. And if that’s not enough, auto-expanding archiving provides users with up to 1.5 TB of additional storage in archive mailboxes.

Q3- What are the benefits of archiving in Office 365?

A- The benefits of archiving in Office 365 includes:

  • Prevents data loss
  • Improves server performance
  • Simplifies backup and restore
  • Saves time in data recovery
  • Eliminates mailbox quota requirements
Kernel Office 365 Email Archiving
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