In the previous Article, we explained what is online Archive and how to enable it. In this article we will understand how to move data to Online Archive and how to check size of Online Archive.
Once you have Online Archive enabled, you can assign a retention policy to the mailbox to move data to Archive.
Retention Policies are made up of Retention Policy Tags, which defines how long to keep the email in your mailbox before moving it to Archive or Deleting the email.
There are some default “Retention Polices” available and you can also create one as per your need. To see the default retention policies Login – Exchange Admin Center -> Compliance Management – Retention Policies.
You can also run below command on Exchange Online PowerShell to view Retention Policies and Tags.
If the default policy doesn’t suit your need, you can create a new one.
Create Retention Policy Tag –
New-RetentionPolicyTag "3 Year Move To Archive" -Type All -RetentionEnabled $true -AgeLimitForRetention 1095 -RetentionAction MoveToArchive
Create Retention Policy –
New-RetentionPolicy "3 Year Move To Archive - Policy" -RetentionPolicyTagLinks "3 Year Move To Archive"
Apply policy to a user –
Set-Mailbox -Identity User@domain.com -RetentionPolicy "3 Year Move To Archive - Policy"
Once the policy is applied to the user you can Start Managed Folder Assistant on the user’s mailbox to start Archive.
Once this is done, you can check the Archive size to see if the policy is working.
Get-MailboxStatistics User@domain.com -Archive
Exchange Online finds the archive mailbox using ArchiveGUID. Once Archive is enabled, you can see this GUID in mailbox properties.
The auto-expanding archive replaces the single GUID that connects the mailbox to the archive with a linked list of GUIDs. Each of the GUIDs points to a separate auxiliary archive of up to 50 GB.
Enterprise plans (E3 – E5) grant 100 GB primary mailbox quotas to users, If primary mailbox reaches its quota limit (100GB), archiving in Office 365 (also called In-Place Archiving) provides users with additional mailbox storage space. An archive mailbox can be defined as an online-only extension of the primary mailbox.
How to Enable Archive –
On the Exchange Admin Center -> Select the recipient -> Mailbox Features, you will see the option to enable Archive for mailbox.
The Archive mailbox Size is 50GB, and you should have AutoExpand enabled to increase the size of Archive automatically. Once, Archive is enabled, we will see the Archive mailbox under your primary mailbox (Left bottom of your mailbox).
You can also disable Archive, on EAC or Compliance portal, by just clicking Disable [same as we enabled.] Or using the below PowerShell command.
Although, disabling an archive prevents user access to the archive, it does not remove the content from the database where the archive data is stored. Instead, a 30-day retention period starts.
During this time, you can recover the archive and reconnect it to the primary mailbox by re-enabling the archive. Any content in the archive mailbox will be removed from the database once the 30-day deleted mailbox retention period expires.
Pros and Cons of Archive Mailbox –
Archive mailboxes can only be accessed online. Outlook does not synchronize any archive folder into the OST. So, your Archive mailbox will not be as fast as your Primary Mailbox.
Searches can find items stored in archives but only if the user specifies that Outlook should search “All Mailboxes”.
ActiveSync clients cannot access an archive mailbox because the protocol does not support this type of resource.
So, consider above points before you decide, which emails should go to Archive.
In the next Article, we will see how to create and apply retention policies and check Archive mailbox size.