Exchange online archiving

[ARCHIVED] [SOLVED]Exchange Online Archiving | Email and calendar


Deploying it is very simple. Just right-click on the mailbox and select ‘Enable Archive.’ 


Note: Mailboxes that were migrated from Exchange 2007 and had a Managed Folder policy enabled will first need to be removed from the Managed folder policy before the Archive can be enabled. This can only be done using the set-mailbox command in powershell, ex:


Step 1: Setting up a service account for accessing mailboxes

To be able to archive multiple Office 365 mailboxes, you need to create an Office 365 user first. Afterwards follow these steps, to grant access permissions to the newly created user on all mailboxes:

Step 2: Configuration of MailStore Server

Please proceed as follows:

  • Log on to MailStore Client as MailStore administrator.
  • Click on Archive Email.
  • From the Email Servers list in the Create Profile area of the window, select Microsoft Exchange to create a new archiving profile.
  • A wizard opens to assist in specifying the archiving settings.
  • Select Multiple Mailboxes.
    Please note: In order to be able to archive multiple mailboxes, the MailStore users along with their email addresses have to exist in the MailStore user management. If this is not the case, MailStore will offer to set up and execute the directory synchronization at this point. Once completed, the wizard will resume.
    Alternatively, you can cancel the wizard and create users manually as described the in chapter User Management.
  • Leave the protocol under Access via on HTTPS. Also the option Ignore SSL Warnings should be left deactivated because Office 365 uses official certificates.
  • Under Host, enter
  • Under User Name and Password, enter the access data of the service account that has access to all mailboxes to be archived.
  • Click on Next to continue.
  • If needed, adjust the settings for the List of Folders to be Archived, the filter and the Deletion Rules. By default, no emails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived, as specified in the next step.
  • Select the users whose mailboxes are to be archived.
    The following options are available:
    • 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.
  • Click on Next.
  • In the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Profiles and can be run immediately or automatically, if desired.

And because the archive mailbox database is otherwise the same as any other Exchange 2010 mailbox database, it can have the same high availability by being replicated within a Database Availability Group.

Further reading:

Importing PST Files to Archive Mailboxes

For organizations that already have PST files on the network, one of the goals in the implementation of an email archiving solution may be to import those PST files into the archive so that they can be removed from the network for good. For Exchange Server 2010 native archiving there are two solutions available for this.

The first solution is to perform PST imports into the archive mailboxes. This has been available since Exchange Server 2010 SP1, however it requires that the IT administrators be able to locate the PST files and either manually run PowerShell commands or write a script to perform the import operations.

From Outlook Web App (OWA)

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

Outlook connectivity. Although this isn't specific to Exchange Online Archiving, make sure you've installed the latest Outlook updates and patches, preferably for Outlook 2013 since, in my experience, it works well with Exchange Online Archiving. This will rule out any connectivity issues that could be caused by a missing an update.

  1. Right-Click the folder you wish to change.
  2. From the dialog window, Select Folder Permissions.
  1. At the Top of the dialog box, Select the Policy Tab.
  2. In the Online Archive section on the bottom, used the drop down box to select the policy you desire.

How to assign an Archive Policy to a single Mail item in Outlook:

  1. Right-click the desired Mail item.
  2. Hover over Assign Policy.
  3. Select the desired Policy.

Disabling this feature often goes hand in hand with disabling the use of pst-files in general. If this is the case for you, ask your mail administrator or your manager where you should archive your data and how long things should be kept.

AutoArchive and pst-creation policies

Administrators can set the following Group Policies to disable AutoArchive and prevent the creation of pst-files;

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