Exchange online archiving

AutoArchive feature is missing -

My mailbox is getting full and I wanted to archive some of my older emails with AutoArchive. However, it looks like I don’t have this feature available in Outlook at all.

A search revealed that update KB2412171 for Outlook 2007 might be to blame here, but I don’t have that installed as I use Outlook 2010.

For all the concerns, I’ll answer them all at one as the following reply.

set-mailbox jstocker –ManagedFolderMailboxPolicy $null

This is what the Online Archive looks like from within the Outlook 2010 client:

I would be happy to talk further with you on our Hosted Exchange and our email Archiving.

  • All users with configured email address
    Choose this option to archive the mailboxes of all users who are set up, along with their email addresses, in MailStore's user management.
  • All users except the following
    Choose this option to exclude individual users (and thereby their Office 365 mailboxes) from the archiving process, using the list of users below.
  • Only the following users
    Choose this option to include individual users (and thereby their Office 365 mailboxes) in the archiving process, using the list of users below. Only the mailboxes of those users explicitly specified will be archived.
  • Synchronize with Directory Services before archiving
    If selected, the MailStore user list will be synchronized with the configured directory service before any archiving process is executed. This has the advantage that, for example, new employees will be created as MailStore users before archiving, so once the archiving process is executed, their Office 365 mailbox is archived automatically as well. This option is especially recommended when the archiving process is to be executed automatically.

Archiving Incoming and Outgoing Emails Directly

Together with the Office 365 journal function, MailStore can archive the incoming and outgoing emails of all users automatically. This is the only way to ensure that all emails are archived entirely.

Basic Functionality

The Office 365 journal function makes it possible to record all incoming, outgoing and internal email traffic. At the time of sending and receiving, a copy of the respective email is created by Office 365. The copy is then attached to a so-called journal report and stored in a special journal mailbox. The journal report contains information about the actual senders and recipients; Office 365 also resolves BCC recipients and distribution lists.

The second solution is to use the PST Capture Tool that Microsoft released in early 2012. This tool assists with the discovery and import of PST files on the network into either the primary or archive mailbox for Exchange 2010 and Office 365. Although a little more complicated to set up it does solve some of the issues associated with the previous manual approach.

Further reading:

Archiving Email Automatically via Retention Policies

When a mailbox user has been enabled for archiving they are assigned a retention policy.

Exchange 2010 mailbox with retention policy

  1. To assign an archiving policy to a folder, right click on the folder you want to enable archiving settings for.
  2. In the context menu, click on Archive Policy.
  3. Select the archiving policy that will best meet your needs.
  4. Repeat the process for any remaining folders you wish to configure. archive settings in OWA

Transfering PST Files Into Online Archives

Latency and bandwidth. Make sure you have sufficient bandwidth available because your users will need to make an additional connection to their archives over the Internet. What I've learned from the deployments that I've done is that latency is usually a bigger disrupting factor than bandwidth. Sure, a lack of bandwidth will cause lots of issues, but investing in a low-latency type of link is well worth its money.

How to assign Archive Policies in OWA.

Important information you should know.

Note: In OWA, archive policies can only be set at the folder and mail item level and not the mailbox level.

How to assign an Archive Policy to a folder in OWA:

  • Outlook Options-> Other-> AutoArchive-> AutoArchive Settings
  • Outlook Options-> Other-> AutoArchive-> Disable File|Archive
  • Miscellaneous-> PST Settings-> Prevent users from adding new content to existing PST files
  • Miscellaneous-> PST Settings-> Prevent users from adding PSTs to Outlook profiles and/or prevent using Sharing-Exclusive PSTs

Note: In the policy templates for Outlook 2007, the “Outlook Options” section is called “Tools | Options…”.