Methods To Archive Mailbox Items In Exchange Server

Megha Sharma Megha Sharma Updated On - 17 Sep 2019

Keeping a large number of emails in mailboxes increases the database size ultimately. This forces users to look for some tricks and techniques to manage the Exchange data. One of the techniques is archiving used in Exchange Server which moves the old or not-so-important emails to a separate location. It generally archives that data to a new secondary mailbox namely archive mailbox which is connected with the user mailbox.

How archiving Exchange data helps users?

Exchange users can take benefits of archiving the Exchange data in the following ways:

Archiving

  • Reduces the Exchange mailbox size and results in the improved performance of the Outlook application
  • Lessens confusion state as only important emails are available in the primary mailbox
  • Decreases the risk of data loss with non-dependence on PST file
  • Makes emails available all the time for any need

Recommended:Get Kernel for Exchange Server Recovery tool to recover inaccessible archived mailboxes.

Ways to archive data in Exchange Server

You can create archive mailboxes using the Exchange admin center or Exchange Management Shell. The Exchange Admin Center feature in the Exchange Server allows to archive the user mailboxes easily. Follow the given instructions to archive the Exchange mailboxes.

  1. Open the Exchange Admin Center with the administrator credentials. Navigate to Recipients > Mailboxes. Select the desired mailbox and see the details in the rightmost pane. Under In-Place Archive section, click Enable option to enable archive to that mailbox.
  2.  Open Exchange Admin Center with administrator credentials

  3. Browse the mailbox database you want to save to this archive mailbox and click OK.
  4. 2.	Browse the mailbox database

    If you want to enable archive to more than one mailbox, select the multiple user mailboxes keeping CTRL key pressed and click More options on the right pane. Click the Enable option under the Archive section.

    select the multiple user mailboxes

    Alternately, run this cmdlet in the Exchange Management Shell to enable archive for a particular user mailbox.

    Enable-Mailbox “User mailbox name” -Archive

    Enable-Mailbox

    You can also enable the archive option while creating a new mailbox in Exchange Server. Open the Exchange Admin Center in your Exchange Server. Go to Recipients > Mailboxes. Click + icon to add a new mailbox.

    add a new mailbox

    In the opened new user mailbox page, enter the required credentials, choose the mailbox database and also select the checkbox to create an on-premises archive mailbox for this new user. Finally, save the settings.

    open new user mailbox page and enter credentials

Alternatives to archiving

There are some situations in which Exchange administrators want to back up some mailboxes or a few mailbox items to PST files. If you also want to back up mailboxes or specific emails from Exchange mailboxes, then try Kernel for Exchange Server recovery software which helps in taking a backup of the required emails to Outlook PST files. The software incorporates quite a simple user-interface to carry out the process in a few simple steps. Let us understand its process through the steps.

  1. Start the installed Kernel for Exchange Server software application. On the opened welcome screen, click Offline EDB option.
  2. Open the tool and click Offline EDB

  3. Continue with the default Offline EDB option and click Next.
  4. After selecting Offline EDB, click on Next

  5. Add the EDB file stored on your system drive and then click Next.
  6. Select EDB file path

  7. Make choice out of the two scanning modes and click Next to scan the EDB file.
  8. Select EDB file scanning mode

  9. The information for the successful addition of EDB file is displayed. Click the Finish button.
  10. Successfully added EDB file

  11. The EDB file data will get retrieved with all mailboxes. Select any required mailbox, right-click on it and select Export mailboxes to PST option.
  12. Export mailboxes to PST

  13. Filter the EDB mailboxes to select required messages using folder selection filter, Date Range filter, Item type filter, etc. You can also use the Split PST file option. Enter the destination for saving the PST file and click Export.
  14. Enter the destination for saving the PST file

Therefore, you have understood how easy it is to back up mailboxes and emails from Exchange databases to PST files with the EDB to PST Converter. The software deals with highly corrupted EDB files as well. So, give the tool a try if you want to back up both corrupted as well as healthy Exchange database files.