Outlook Archiving to make space

[Velvis]

I have a user that has pushed his Outlook 2016 connected to an O365 account to the 50gb limit. He finally agreed to let me archive it for him.

I can make the archive but the files dont remove from the server.
Am I doing something wrong?

 

[callthatgirl]

In Outlook the default settings is a year, so only a year should be down in Outlook, the rest on the server. If they went over 50, I think you have to up their plan to the 100 gig. My clients want it archived off to a PST usually so they can have it off the internet and not in the cloud.

 

[Velvis]

It is set for all mail to be on the server, but definitely needs more than a year on the server. Is there a way to set it higher than a year?

Afaik, 50 gigs is the largest Appriver offers.


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[HCHTech]

As @callthatgirl noted, just setup Outlook to locally archive to a separate PST (on the local machine) and delete the messages from the main file (that is synced between the cloud and local machine.) You are responsible for backing up the archive PST somehow, but this way you can set the aging to whatever you want and set the archiving to take place automatically, and you can open that file in Outlook so they always have access to the old messages.

 

[callthatgirl]

I just usually take out their inbox, sent and deleted and make PST by year, or groups of years for each. Clients seem to like that and it gives them the "nice hair cut" everything organized.

 

[YeOldeStonecat]

What license/plan is he on? O365 had archiving, depending on which version, either another 50 gigs, or...unlimited. Just leave it on the server if you want..so it's nice and safe. Appriver shouldn't have anything to do with that, it's a standard O365 feature you can control.

Set it up, and..choose some rule like "emails older than XXX date..archive". Works wonderfully well.

This way you don't have to risk keeping the files local in an old fashioned PST and risking data loss.

 

[marley1]

Add online archive

 

[Sky-Knight]

@YeOldeStonecat Those features only work on the E series subs. Business Basic, and Standard don't have them. Though I think Premium does...

But yeah, upgrading one mailbox to Exchange Online Plan 2 at least isn't too expensive.

 

[YeOldeStonecat]

I asked which licenses they have, MS added online archiving accessible via OWA for the Biz plans, and the E plan allows it to be accessed via Outlook locally. Biz plans had 50 gig archive, E...unlimited.

With all of 'em morphing in Microsoft 365 now..all plans have it.

 

[Sky-Knight]

Oh that's nice, so my archiving policies should all start working now.

 

[Velvis]

He has business basic. So I can do it via OWA?

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[Sky-Knight]

https://docs.microsoft.com/en-us/mi.../enable-archive-mailboxes?view=o365-worldwide

 

[Velvis]

https://docs.microsoft.com/en-us/mi.../enable-archive-mailboxes?view=o365-worldwide

When I start to enable archiving for a specific user it says it will move all email older than 2 years to the archive. Is it possible to adjust this?

Actually I think I figured it out, just seems weird that it tells you a specific policy will be set then allows you to change it.

 

[YeOldeStonecat]

Yes you can create your own rules..set the time period for whatever you want.

 

[Velvis]

So I created a tag for archiving everything over 5 years and applied it to the user about 2 hours ago. When I logged into his computer and opened outlook the archive option is greyed out, but the mailbox size is still the same.

How do I start the archiving? (I assumed it would be automatic)

 

[Sky-Knight]

It runs on a schedule, the only way I know to force it now is via powershell:
Start-ManagedFolderAssistant -Identity user@example.com