How to use In Place Archive | Microsoft 365 Online Archive
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- Опубликовано: 10 янв 2022
- This video will show you how to use In Place Archive with Microsoft 365. You will see how to increase your email storage with no additional cost if you have a Microsoft 365 Business Basic, Business Standard or Exchange Online.
You will see how to enable and use In-Place Archive (Online Archive) in Microsoft 365.
Learn the advantages of using In Place archive.
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The option to enable Archive Online has changed. It is now available within the Exchange Admin Center:
learn.microsoft.com/en-us/purview/enable-archive-mailboxes
Thanks for this video, but 11 months down the line and Microsoft have made changes such that the "Compliance Center" is now called "Purview", "Information Governance" is no longer a tab, it's under "Data Lifecycle Management/Microsoft365" and they are in the progress of making it such that the In-Place archives are managed from the Exchange Management Center anyway. Gotta love them.
Yeah, a lot of changes are taking place within the MS 365 admin panels. An update is necessary!, Thank you for your comment! Have a nice day!
Yes, this is very timely comment. Definitely helped! I think they moved it already...@@itwithcarlos
The best way to increase your mailbox storage quota when you use Microsoft 365. No additional cost!!!
How much time does it take for mails to be moved to the archive?
Thank you for the video you gained a subscriber!
Thanks for the sub!
Phewks! This is a perfect explanation.
Glad it was helpful!
Excellent video, thank you!! Just what I required for my business.....one of my user's mailbox was full and I had no idea that there was a whole extra 50gb archive mailbox that just needed enabling for free 😅
Glad it helped!
More than that.
It is now possible to store 1,5 Tb online.
Incredible!
with exhange plan 2 license, after creating the in place archive, will the in place archive folder showup on the outlook desktop app? or you can only access the in place archive via webmail?
I will show in Outlook desktop with Exchange Online Plan 1 and Plan 2. Thank you.
Thank you!
You're welcome! Have a great day!!!
Very good explanation.. Thanks..
Glad you liked it
Thanks for the video. Do you know if searches include the items in ”In place Archive”?
HI Steven, I have no experience searching within the In-place archive, but MS says that you should be able to do searches. The results may vary depending on the Outlook version you use. I found this article that might give you more details www.lsuhsc.edu/admin/it/helpdesk/office365/microsoftarchive.aspx?submenuheader=2#:~:text=Before%20searching%2C%20click%20the%20folder%20that%20starts%20with%20%E2%80%9CIn%2D,%E2%80%9CIn%2DPlace%20Archive.%E2%80%9D Hope it helps
Hello, Can i know how to access this in place archive folder in outlook desktop version (Outlook 2019 or M365 ), looping your advice
After enabling InPlace Archive, your Achive folder will appear in Outlook desktop 2016 or newer. Thank you.
Hi, great video. I'm having an issue for some reason the inplce archive for a shared mailbox is not showing in my outlook client however I can see it in owa, any suggestions I'm on outlook o365 build version 2202
Thanks for the comment. I can only suggest to create a new Outlook profile and configure the account to check if it shows in the new profile. This will not affect your current Outlook profile. Hope it helps. Thanks again!
very usefull. thanks
Glad it was helpful! thank you.
Hello dear,
Thank you for the helpful video
How is it possible to download or pull out the emails that I have on the online archive as I wont be having an access to that email in the next period.
Hi Khair, if you have Outlook desktop, you could export your Online Archive to a pst file. Then you can open and keep this pst file locally in your PC. Hope it helps. Thank you.
can you show me how to create the moving archive policy for 2 years old email move to archive
Hi, it is the default policy and it already exist in MS 365. Thanks.
Do all of the archived files, download into a single archive folder, or do the subfolders transfer over also? Glad i found this video, but in true MS fashion, it seems they've decided to "update" again. ;)
Hi Deirdre, subfolders will also be archived as well, thank you
Is it possible to get more than 50GB for the In-Place Archive or possibly more than one In-Place Archive folder?
The storage quota for the archive mailbox is 1.5 TB for users with an Exchange Online Plan 2 license or for users who have both an Exchange Online Plan 1 and an Exchange Online Archiving license. Hope it respond to your question.
MS 365 Basic and Std license comes with Exchange Online Plan 1 only.
Nice video. So it automatically move mails older than 2 years into the archive? What if you only want mails older than 2010 moved over?
In that case, you can edit or create an archive policy and apply it to your mailbox. You can edit/create this policies within Exchange Online admin center docs.microsoft.com/en-us/exchange/security-and-compliance/modify-archive-policies
Thank you,
@@itwithcarlos Dont know if you have seen this. I created a new rentention policy with 1 single retntion rule "move everything older than 8 years to archive". I applied the rule on one mailbox and the rule shows in the users policy, but still its moving everything older than 2 years like the default policy
Thanks Carlos for this fantastic video. Also to, see the pin comment by Carlos himself that the "Configuration to enable or disable archive mailboxes is no longer available in the Microsoft Purview compliance portal and has moved to the new Exchange admin center (EAC)."
Thank you, I am glad you liked it.
Hi Carlos thank you for sharing your expirience for free. Does the in place archive can be enlarged to 100gb?
Thank you Gleb. There is an option to enlarge it to 1.5 TB with something called auto-expanding, but you may need a specific license. Here is information about this option:
learn.microsoft.com/en-us/microsoft-365/compliance/enable-autoexpanding-archiving?view=o365-worldwide
Except even with correct licensing we can never get the in-place archive folder to show in the Outlook 2016 client if anyone knows, please advise. Thanks.
Hi, if your account is configured as Exchange in Outlook (including Outlook 2016) the In Place archive folder should show in your Outlook. Check if you see the folder in Outlook on the web, then you can try to create a new Outlook profile. Thank you!
If you are using Microsoft 365 E5/A5 licenses, the archive feature gives you an extra 100GB of storage per account. I was wondering if anyone had any thoughts for setting a default retention policy of 365 days move to archive? To me it makes sence as the default cache in Outlook is 1 year. I'm think it would make sence to do the following in Powershell. Set-RetentionPolicyTag "Default 1 year move to archive" -AgeLimitForRetention 365.00:00:00 What do you all think?
Since the E5 license has 100 GB of storage on user mailbox (and 100 GB for archive or 1.5 TB when auto-expanding archiving is turned on), I think it is to also OK to use the default archive policy (2 years). I think either way will work with no issues. Thank you!
Hello askbite..
I have a doubt .. my in place archive also now been full..what should i do?
You could add an Exchange Online Plan 2 license or upgrade to E3. In both cases your mailbox will increase from 50 GB to 100 GB. Hope it helps. Thanks.
Do you know how soon the policy will run after enabling it? I've enabled in-place archiving and enabled the policy but nothing has moved yet and it's been 16 hours.
Same here.
@@ilangkumaran1168 Any update from your side? I had someone with an E3 license get some things moving after 36 hours
No i have to wait for 4more hours to check
Hi, sorry about my delayed response.
I have seen different waiting time on different cases, however I did some research and found that the retention policy runs automatically one time every seven days for mailboxes that are larger than 10 MB.
I also understand that you can use the Start-ManagedFolderAssistant cmdlet (in Powershell) to immediately start messaging records management (MRM) processing of mailboxes that you specify.
Hope it helps. Thanks!!!
@@itwithcarlos Thanks heaps! I wish that was easy to find. The good news is I think I won a $20 bet with a senior engineer
I thought that Exchange Online Plan 2 includes 1.5TB of archive space?
You are correct, Exchange Online Plan 2 includes 1.5 TB of storage.
You may need to enable auto-expanding archiving.
docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits
@@itwithcarlos Can this be done through the exchange admin centre ? Or only via power shell?
Terima kasih
selamat datang dan terima kasih
I have 1TB mailbox storage in google workspace how to migrate it to Microsoft and whicj license should I buy
I don't want to say that is not possible but it is definitely challenging. The licenses MS 365 Business Premium, Exchange Online Plan 2 and Office 365 E3 allow you to have Online Archive with a limit of 1.5 TB. The Auto-expanding have to be enabled in order to reach the 1.5 TB capacity.
"Each user initially receives 100 GB of storage in the archive mailbox. When auto-expanding archiving is turned on, additional storage is automatically added when the 100 GB storage capacity is reached. Additional storage space is added incrementally until the archive storage capacity reaches 1.5 TB."
Regarding the migration, I am unsure about it. You may use the option to migrate from GW (within Exchange Online), however, it will try to migrate to main mailbox and not to Archive Mailbox. I mean the process to take advantage of the auto-expanding works in steps (mail have to be initially moved to the mail mailbox and then to the archive mailbox).
Hope this give you some ideas, but definitely not the exact solution to your question.
Thank you.
@@itwithcarlos Thank you so much for the assistance
I am in the admin account and I do not have an information governance. Did Microsoft change it?
Hello Colby, thank you for your comment. I just checked and noticed that it has changed. The option to enable Archive Online is now available within the Exchange Admin Center.
learn.microsoft.com/en-us/purview/enable-archive-mailboxes
Thank you! I may PM you with a question I have that I can't figure out@@itwithcarlos
Is there any , option, settings to make archiving email every 3 months?
Hi Birgem, you can try to modify or create your own retention policies. Here is an Microsoft document that describes how it works. Hope it helps, thanks.
docs.microsoft.com/en-us/exchange/security-and-compliance/modify-archive-policies
@@itwithcarlos Thanks 🙏
Great video. Why does Microsoft make some things so difficult? Why not have this enabled by default? Most people will think the Archive folder is actually archiving things.
Hi Scott, I agree with you. The only reason I can think about is that Online archive goes together with the policy to archive emails automatically and not everyone will want to have that. Thank you and have a nice weekend!
@@itwithcarlos Makes sense, but does seem like an oversight or something they could ask you on initial setup of 365. Thanks!
What about calendars?
It is a good question, I know tasks are archived as well and sometimes difficult to find since they are not in a specific folder. I guess the same may happen to calendars event. I tried to do some research but could not find anything :(
I wish I could have a better answer to this. Thank you.
how do we delete the in place archive when it's full?
That is a good question! You may need to disabled it and wait 30 days. In theory, after the 30 days it is completely deleted.
Note: I believe I have seen cases where it could take more that 30 days, so it could be tricky.
Here is what Microsoft says:
"When you disable an archive mailbox, it becomes disconnected. A disconnected archive mailbox is retained in the mailbox database for a specified amount of time. By default, Exchange retains disconnected archive mailboxes for 30 days. Within 30 days of disabling an archive mailbox, you can reconnect it to the user's primary mailbox by re-enabling the archive. In this case, the original contents of the archive mailbox are restored. However after 30 days of disabling a mailbox, the contents of the original archive mailbox are permanently deleted (purged from the mailbox database) and can't be recovered. So if you re-enable the archive more than 30 days after disabling it, a new archive mailbox is created when you re-enable it."
Hope it helps!
How to move email automatically without policy to In-Place Archive?
Hi Sam, according to Microsoft it is possible with email rules (Outlook), however I could not make it work. If you try and discover the trick, please let me know it. Thanks
I've tried this on accounts at my workplace. It doesn't work. Using an archive policy or just manual moving of emails in any large quantity in webmail causes random duplication of emails (so if you move 20,000 emails you'll end up with say 21,000 in the online archive). Anyone else noticed this or has an explanation for why this happens.
Please know that Archive Online can start moving messages automatically up to 7 days after it has been enabled. Regarding duplication, I haven't seen that behavior. I will investigate and see if I can replicate the issue. thank you.
the audio is so quite.
Yeah, I am fixing it for next videos, thanks
I guess they changed things again because I cannot find this location.
Hi Oscar, you may need to access Exchange Online admin center (not the clasic), then go to recipients > Mailboxes. Select the mailbox in question and click on the Others tab. There you will find Mailbox archive.
Thank you!
it is a damage because you don't explain the retention policy and the tags and how to fonfigure these.
Thank you for your feedback! It is something I will include in a new video.
@@itwithcarlos thank you so much
I will follow that even if I know the concept.
@@touchinline0565 Thank you! Have a great day!
The inherent problem this creates as it has in my environment is it's allowed users to max out 50gb inbox and 50gb in place archive. This is a runaway train the more archives you turn on. Google has created a bunch of ignorant users with it's unlimited storage capacity. Which doesn't translate well into a business environment.
I understand you point. Thank you for commenting!!!
Hi J.C.C, do you have any ideas on what you're going to do with users who want to keep ALL of their emails?
you need a better microphone
I do, actually I have already. Thank you for your comment.