How to Archive Office 365 Emails – Eloquent Preservation!

There might be many users who are searching to know how to archive Office 365 emails. In today’s article, we are going to discuss the same in which you get all the possible solutions to finish the task. So, let us move one by one to know the easy & simple solution for the same.

Let’s Look at Office 365 & Archiving Emails –

Office 365 is a well-known and prominent email client that allows users to receive, and send emails. It comes with contribution plans that deliver extra benefits and increased storage space to subscribed users. Also, there is an instance of circumstances when the users of Office 365 need to archive Office 365 emails by date range to the external hard drive.

On the other hand, archiving emails from the usually used email clients depends on various reasons. The queries that are asked on Quora & Microsoft forums are based on mailbox size, required emails from the date range, etc. Here, we will discuss the methods to archive emails in Office 365 by date.

“Hi, I am Rocky, and I have reached the storage space provided by Microsoft Office 365 for my account. Now, I am looking for a method to archive Office 365 account emails by date range to exclude the unnecessary emails from the archive folder of Office mailboxes.”

Also Read:- Add Office 365 Calendar to iPhone Calendar

Various Reasons to Archive Office 365 Emails!

Several reasons why users need to archive their Office 365 emails. Some of them are listed in the below section, let’s take a look!

• Storage: Whenever email data is stored on live servers, it can greatly reduce performance as sever gets fuller. The other options are to delete emails altogether not a wise option, since important data can be lost forever or stored elsewhere.
• Restoration: It depends on what backup solutions you already have in place, email archiving can speed up the process wherever your data needs to be restored. Therefore, the archived data takes up less space. In addition, recovering non-archived emails becomes faster and easier. Because the mail server’s data loss lessened.
• Compliance: Most industries require organizations to keep business records and since emails often contain such records, deleting them is not. There are certain industries like financial services, health care, and energy have even stern regulations about what business records must be kept.

Now, after knowing some common reasons. Let us move towards the solutions which help you to easily archive Office 365 emails. Here you get two approaches which are manual and automated solutions. Go one by one to perform these methods.

Manual Method to Archive Emails in Office 365 Account

To continue reading the post to know the two different methods to archive Outlook 365 emails to a local/hard drive. Use manual techniques with two stages first is Enable Archive Mailbox Office 365 and the second one is Auto Archive Outlook 365. Let us perform both stages to complete the task manually:

Stage 1: Enable Archive Mailbox Office 365

Firstly, users need to enable archive mailboxes by using the Security and Compliance Center. Follow the below steps for a good result:

1. Download Office 365 email client on your Windows system.
2. Now, sign in by putting in your account credentials to proceed.
3. Then, go to https://protection.office.com/.
4. On the left side of the Security and Compliance Center, select Data Governance.
5. Click on Archive to display the archive page.
6. After that, on Archive page, under the Archive Mailbox option, you can check whether the archive mailbox is enabled or not.
7. Select numerous users, to archive the mailbox and click Enable in the details section.
8. You will see a message on your screen with a warning. Click Yes to proceed.
9. This process might take some time. To update the info in the Details segment, click on Refresh.

These steps will enable the archive mailbox in Outlook. Therefore, move to the next stage to archive emails from Office 365.

Stage 2: Auto Archive Outlook 365 Manually

You can also check the ways to archive Office 365 emails to a desktop, here:

1. Open your Office 365 email account again.
2. Now, find and click on the folder to archive emails from the selected folder.
3. Then, pick the preferred emails and right-click on them.
4. A drop-down menu will emerge. Now, click on the Archive option from the displayed menu.
5. After that, you can also choose the emails from the delete group followed by right-clicking on emails. Then, opt for the Archive option from the drop-down menu.

So, the above process is workable and provides results. Also, there are some restrictions for using manual tricks for performing auto-archive Outlook 365. Let us see some disadvantages in the below section.

Using PowerShell to Automatically Enable/Disable Archive Mailboxes

PowerShell is an automated method that enables or disables archive functions. Remember, this technique needs some technicalities to proceed with –

Prerequisites to Archive Office 365 Emails – 

• An Exchange Online subscription.
• PowerShell installed on your local computer.
• The Exchange Online PowerShell module was installed and configured.

Connecting to Exchange Online PowerShell –

• Search for “PowerShell” and select the “PowerShell” application.
• Open Windows Terminal and create a new tab with PowerShell.
• Connect to Exchange Online:
  

Connect-ExchangeOnline

• Enter your Exchange Online credentials when prompted.

Enabling Archive Mailboxes for Individual Users –

• Identify the user:

Replace <user_email> with the actual email address of the user.

• Enable the archive:
  

Enable-Mailbox -Identity <user_email> -Archive

Enabling Archive Mailboxes for All Users –

1. Identify all users to archive Office 365 emails:

Get-Mailbox -Filter {ArchiveGuid -Eq "00000000-0000-0000-0000-000000000000" -AND RecipientTypeDetails -Eq "UserMailbox"} ``` 

2. Enable archives for all users:

Get-Mailbox -Filter {ArchiveGuid -Eq "00000000-0000-0000-0000-000000000000" -AND RecipientTypeDetails -Eq "UserMailbox"} | Enable-Mailbox -Archive  

Disabling Archive Mailboxes for Individual Users –

• Identify the user:

Replace <user_email> with the actual email address of the user.

• Disable the archive:

Disable-Mailbox -Identity <user_email> -Archive

Disabling Archive Mailboxes for All Users –

• Identify all users with archives:
  

Get-Mailbox -Filter {ArchiveGuid -Ne "00000000-0000-0000-0000-000000000000" -AND RecipientTypeDetails -Eq "UserMailbox"}

• Disable archives for all users:

Get-Mailbox -Filter {ArchiveGuid -Ne "00000000-0000-0000-0000-000000000000" -AND RecipientTypeDetails -Eq "UserMailbox"} | Disable-Mailbox -Archive

Verify the status of the archive mailboxes by using the Get-Mailbox cmdlet commands.

Disadvantages to Archive Office 365 Emails

There are some shortcomings in using manual methods to archive emails in Office 365. Follow the below steps:

• It supports archiving Office 365 mails by date range.
• These steps required an in-depth understanding of Office 365. Users can also need technical skills to complete the process.
• Therefore, it only guarantees data security during part of the procedure.

These are completely manual methods with their limitations in archiving Office 365 emails. The above method is not perfect for a non-technical person and creates multiple difficulties for users. So, we just recommended you go with the below solution which is very helpful for all users.

Without wasting the user’s time. Let us move to the professional solution which provides the resultant result to its users.

Expert Recommended Solution to Archive Mailboxes Simultaneously!

In the above section, we learn about all the possible manual methods which are easy but, create some difficulties for naive users. As manually it takes lots of user time & effort to archive Office 365 emails. So, try Office 365 Account Backup Tool which provides an easy & simple process to archive multiple Office 365 emails hassle-free.

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It helps you to archive emails from Office 365 to MBOX, EML, PST, HTML, CSV, EMLX, MSG, and TXT formats. This is the best thing about this software is it maintains data integrity during the archiving process. Moreover, both technical and non-technical users can easily use this tool without losing a single piece of their data information.

Now, after knowing about the software, below are the easiest working steps to make your task easier. Let’s begin with the same!

Step-by-Step Process of the Software

Following are the quick steps to archive Office 365 emails using automated software. Go step by step to complete the task in an easy manner:

Step-1: Run the software, and select the source (Office 365) &  destination (Outlook) platform.

Step-2: Select Office 365 Categories to archive emails.

Step-3: Now, enter Admin Email ID and Application ID.

Step-4: Finally, archive emails in Office 365 by clicking on the Backup option.

I wish you get your answer after performing the professional solution. As this tool is very helpful for new beginners as well as technical & non-technical person as well. Moreover, there is no file size limitation to using this utility. Now, you can choose as per your requirement.

How to Turn off AutoArchive in Office 365?

For any reason, if you want to disable your archive settings then go through these points -:

• Go to File > Options > Advanced.

• Scroll down to the AutoArchive section.

• Uncheck the Run AutoArchive every n days checkbox.

• Click OK to save your changes.

Observational Verdict!

Here, we have discussed two methods which are manual as well automated solutions to archive Office 365 emails. In this post, you will get all your answers related to Office 365 emails. The above manual methods we discussed are easy but, it’s a time-consuming process and has many restrictions for non-technical users. 

On the other hand, we recommended automated software which provides resultant results without limitations. Any user can effortlessly perform this task using this tool. For more information, you need to read this guide completely and choose the best solution for the same.