Last updated on February 2nd, 2022 at 10:40 am

In this blog, we will explore the archive function in Office 365 to backup required Office 365 mailboxes in a separate folder called Archive Mailbox.

The archive function is introduced for backup of old e-mail or data that is not currently required. Also, in Office 365, the archive function is available, known as In-place archive. This archive technology transfers e-mail from Office 365 mailboxes to the archive folder and helps to increase storage space inside the Office 365 account.

To archive user mailboxes in Office 365, the Office 365 administrator or authorized user must enable the archive mailbox in the Office 365 account interface. Once this option is enabled in Office 365, users can easily transfer email from their primary mailboxes to the archive folder in Outlook on the web (formerly known as Outlook Web App) or via Microsoft Outlook. The ability to store some archival mailboxes by the archive mailbox is unlimited.

How to Enable Archive Mailboxes in Office 365?

Use the following steps to enable the Archive option for Office 365 mailboxes:

1. Sign in to your Office 365 account with administrative credentials
2. On the left panel, under Security and Compliance, select Data Governance and then click Archive.
3. On the page of the opened archive, each mailbox is shown with an archive mailbox column that has the status turned on or off. Here, select the desired mailbox that displays the disabled status and click the Enable button.
4. A warning message is displayed stating that “If you enable the archive mailbox,” items in the user’s mailbox that are older than the archive policy assigned to the mailbox (2 years) will be moved to a new archive mailbox. “Click Yes. To proceed and select the mailbox for which you want to enable “Archive mailbox.
5. After a much shorter time, the status of the user’s mailbox column will be enabled.

To create an archive for multiple users’ mailboxes with the same status at once, users can select them using the Ctrl key and enabling the archive Office in 365 mailboxes in the details panel. Similarly, you can disable status also. You can also use these PowerShell cmdlets to ‘enable or disable’ your archive mailboxes in Office 365 quickly. To enable an archival mailbox for one user, try this cmdlet:

Enable-Mailbox -Identity -Archive

And if you want to enable the archive mailbox of all mailboxes within the organization, then you are required to run this cmdlet:

Get-Mailbox -Filter {ArchiveStatus -Eq “None” -AND RecipientTypeDetails -eq “UserMailbox”} | Enable-Mailbox –Archive

Thus, in this way, you can easily enable or disable the archive mailbox for the desired user mailbox in Office 365.

Learn to Archive Emails in Office 365

If the archive mailbox is enabled (selected or all users mailboxes in Office 365), you can archive emails by following these steps one by one;

1. Log in to your office 365 administrative accounts and then open Outlook.
2. Select the emails from any Outlook folder and then right-click on it. Now select the Archive option. Or you can directly click on the Archive option on the top pane.
3. Select an email from any Outlook folder and right-click on it. A wizard will appear on the screen. Hit the “Archive” button to move these emails to the archive mailbox.
4. To do this, you will transfer the e-mail of your choice from the user’s mailbox to the archive folder easily.

Shortcomings in Manual Archiving

However, it seems to be a simple and easy task in the explanations listed above to archives emails of Office 365 user’s mailboxes. Still, there is a lack of flexibility, and not only this, when you select e-mails manually from your mailboxes, it takes a lot of time and effort.

What Better You Can Do?

Instead of Archiving e-mails with the above-mentioned manual process, Office 365 users can archive the desired email by taking a backup copy of the data in Office 365 mailboxes by using a trustworthy tool. Office 365 to PST software is a reliable solution that allows you to select the desired email via different filter options and automatically save the data to the system location. It shows the compatibility of all Office 365 plans and subscriptions.

You can use the free demo version to evaluate the software features yourself after downloading it from the website. Based on complete satisfaction with the tool, you can purchase the full version at any time via online purchase. So, it is advisable to use the manual trick of e-mail archiving if you need to migrate entire mailboxes. If you have multiple e-mail archives or backups selected from mailboxes, try the most promising Office 365 backup solution with automated backup advanced filters.

FAQs

Q. Is it possible to export single and many Office 365 mailboxes to PST with this software?

A. Yes, This software allows the users to export single or Multiple Office 365 Mailboxes to PST format without any hassle.

Q. Is it possible to split a large PST file with this software?

A. Due to its large size, It could be corrupted. To prevent this situation, this tool allows the users to split large PST files into many small PST files as per their choice.

Q. What is the best way to export all Office 365 items?

A. This utility uses a powerful algorithm to extract all items from an Office 365 mailbox and export them to an Outlook PST file.

Q. How does the tool save the Mailbox hierarchy?

A. The best choice for saving the hierarchy of Office 365 mailbox folders is with this tool. After migration, this utility maintains the hierarchy of all files and folders.

Q. What is the mechanism of its filter?

A. This tool has data filters that can be used to migrate data selectively. You may also filter the data in your Office 365 mailbox by date range, folders, item type, and so on.