How To Add An Online Email Archive Microsoft 365

when your Microsoft 365 mailbox fills up it means you can't send or receive emails until you delete some to free up some space but what happens if you don't want to delete any of your emails or maybe you're one of those people who uses those old-fashioned PST files from mail archiving well there's now a feature in Microsoft 365 called an online archive which means you no longer have to delete emails or use those pesky old PST files so that is what today's video is all about but before we start a quick introduction as always my name is Jonathan Edwards I'm a business I.T consultant from Yorkshire in the UK my it component supports businesses all over the UK with their it support the Microsoft 365 and the cyber security Now please do me a quick favor if you get any value from this video please subscribe to my channel [Music] email is such an important part of our business lives I know so many people who have collected emails over the last 10 20 years one day you just might need to refer to one of those emails that was sent to you say five years ago so it's worth keeping these emails just in case now there's a couple of problems with keeping all of these emails your mailbox is only so big and when that fills up you can't send emails and you can't receive emails either in that scenario people have to make tough decisions what email can I delete to get my mailbox working again there's also another problem with really big mailboxes it can affect the performance of your Microsoft Outlook application the mailbox is too big it's going to be a little bit slower so what is the answer to this problem well there are two answers the first answer is an old-fashioned solution the other answer is a more modern solution using Microsoft 365. first of all let's talk about the old-fashioned solution now the reason I'm talking about the old-fashioned solution today is I still know so many people who are using the solution in their businesses many years ago when people had so many emails that it filled up their mailbox we used to create a file on their computer called a PST file now a PST file is like an email archive and it sits usually on the hard drive of your computer now there are a couple of problems with using PST files the first problem because that PST file is sitting on the hard drive of the computer what happens if that hard drive fails that means you've lost your PST file you've lost your email archives so when you're using PST files you've got to start thinking about backing up your computer on a regular basis just to keep your PST file secure the second problem with PST files is because again the sat on the computer hard drive of your computer what happens if you're on holiday or working somewhere else where you're not at a computer and you need to access a file an email in your email archive you can because it's on the computer hard drive I've your computer so I'm sure you'll agree that using PST files isn't a very modern solution so what's the second solution for large mailboxes well the second solution is called an online archive and you get these in Microsoft 365. now each user in Microsoft 365 can have their own online archive so what is an online archive well an online archive is an archive for your email which is start online an online archive cures all of the problems that I've talked about it gives you extra storage so you don't have to start deleting emails from your primary mailbox and because emails are archived outside of your mailbox it keeps your mailbox nice and lean it means that Outlook will perform much better and it also cures the third problem the PST problem if you're one of those unlucky people who are still using PST files then you can import your PST file into your online archive and that means you can access it any anywhere in the world as long as you've got an internet connection so now I can hear you all shouting the same question how much extra storage do I get with an online archive well the size of the online archive that you can have depends very much on the Microsoft 365 license that you have if you've got a Microsoft 365 business basic license or a Microsoft 365 business standard license you will get a 50 gigabyte online archive of course this is an addition to your 50 gigabyte mailbox size Now 50 gigabytes is quite a lot and a lot of people won't even touch that now when it comes to our customers we always advise them to have a Microsoft 365 business premium license with a Microsoft 365 business premium license you get one and a half terabytes of additional online archive again this is an addition the 50 gigabyte mailbox size that is a lot of storage so the next step is for you to hop over to my my computer screen and I'll show you how to add it to your outlook so how do you enable the online archive well you need to log into the Microsoft 365 web portal and once you've logged in there you need to be aiming to get into the admin portal so if you've not got access to that you won't be able to enable it so you will need access once you launch the admin portal you will get to a screen similar to this and from here you need to go to the compliance Center so if you scroll down to here it's that one here it's compliance and when you launch that so this is the Microsoft 365 compliance portal so from here we need to scroll down to data lifecycle management now they have changed this recently and Microsoft do have a habit of changing names of things but as I record this video this is what it is we click on Microsoft 365 and then along the top here you can see where it says archive now this is just a test account I've just got two mailboxes in this test account I have this test account for creating the videos you can see here there's myself and there's my colleague called Boris Johnson where it says archive mailbox it's enabled for me and it's disabled for Boris so if I wanted to enable it for Boris I would simply select that and I will click on enable I've already enabled it for myself because I just wanted to show you how it worked and how it looked so once you have enabled it and you wait maybe 10 15 minutes you might have to close Outlook and reopen it you can see here so this is my Outlook is my main mailbox and you can see ignore Boris Johnson that's just I've got access to his mailbox but below him you can see I've got my online archive so this is a completely different mailbox it's a different location to my main mailbox okay that's quite important what you will also notice in your outlook is you've got an archive folder here this is completely different to the online archive this archive folder is part of your mailbox and if you click on inbox I've got an email here I could highlight that and I could click on this archive button here again that would take it into here and that is completely different to the online archive I know a lot of people get tripped up with that so how do you move emails from your main mailbox into your online archive well there are two ways the first way is a manual way so I can simply right click on any email I can click on move I can click on other folder and I can simply scroll down and select there and I can move it that way and that will move that into my online archive now most people don't use the online archive in that way the way people use it is by automatically archiving emails into the online archive so what do I mean by that well back to the Microsoft 365 admin portal here once you enable the online archive for a for a user it automatically gets assigned a policy so that policy is in here and it's the default mrm policy so if we just click onto that you can see here that the default is any emails over two years old will automatically be moved to the archive so that's how most people use it basically Microsoft 365 is configured when an email reaches two years old it will automatically shift it away so your mailbox only contains the first two years of emails so as I mentioned previously this is a test environment so it might be better for me to explain if I show you a live environment so let's just hop over to my main mailbox now so this is my main mailbox that I use for work it's got hundreds of thousands of emails all in these folders okay so as you can see I've also got the in place archive here so I've enabled that the first thing to know is it can create a full replica of your mailbox okay so it creates all the subfolders you don't have to do that then if we look in let's just have a look looking processed email for example and you can see that I've got the policy of the two-year archive enabled on my account so you can see here look the emails in the archive are from 2nd of September 2020 so I am recording this video on the 5th of September 2022 to automatically all these emails have been transferred from my process into this process here the reason that these other folders are here bills to pay mail video test is simple they aren't two years old so as soon as these folders hit two years old they will be replicated in this structure here so the question you might be asking yourself is this what happens if I've got a folder and I don't want to Archive that after two years that's going to cause you a problem well with each folder as a user you've got complete control over it so I've done a folder here called video test the video test folder just for this video that I'm doing here so you can right click on that and you can go to assign policy now you can see here look it's saying use the parent folder policy the parent folder policy is to archive emails at two years old to the in place archive now you can choose these options here you might want to Archive them after a year you might want to Archive them after five years you might want this folder never to Archive email an archive if that was the case then you would select this option here now again all these I won't go into them but all these are configurable in the Microsoft 365 admin portal so if you want to change these you might want to Archive them after three years that obviously isn't an option here you can create those in the Microsoft 365 partner so that's a quick demo on how you can use the online archive in Microsoft 365. so I hope you've enjoyed this video online archives is one of the many features of Microsoft 365 that lots of people don't know about now you know about it you can enable it for your business and you can start archiving those emails I look forward to seeing you again soon foreign

Channel: Jonathan Edwards

Views: 36,060

Keywords: exchange online, microsoft 365, office 365, in-place archive, office 365 archive, outlook email, microsoft outlook, exchange online archiving, exchange online archiving office 365, exchange online archive mailbox, in place archive

Id: gGolG9ZQHbo

Length: 11min 35sec (695 seconds)

Published: Thu Sep 08 2022