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1. #ARCHIVE EMAILS IN OUTLOOK 365 ARCHIVE#
2. #ARCHIVE EMAILS IN OUTLOOK 365 OFFLINE#
3. #ARCHIVE EMAILS IN OUTLOOK 365 SERIES#

This allows us to grant multiple people access to the shared mailbox and we don’t have to manage the PST file. With Office 365, we convert the licensed mailbox to a shared mailbox.

#ARCHIVE EMAILS IN OUTLOOK 365 OFFLINE#

In the past, when an employee left a company, we would convert the mailbox to an offline archive.

Not searchable (unless you open the PST file in Outlook).No longer counts against mailbox size limit.Higher risk of data loss less centralized control Also, you can setup your personal archives so the emails are still searchable. Some Microsoft 365 subscription plans offer unlimited archiving space. These emails are actually moved out of your email mailbox and therefore do not count against your mailbox storage size limitations.

#ARCHIVE EMAILS IN OUTLOOK 365 ARCHIVE#

You can also create personal archive policies, which will send emails to either a separate PST file locally – or to your cloud-based email storage. All emails in this folder are still searchable. In short, this quick Archive button is a good fit for you if you have plenty of mailbox space, and you don’t want your inbox cleared out without doing any organizing. The downside is that the emails in that Archive folder are actually still in your mailbox, so they count against your mailbox size limit. The advantage of using this Archive button is that you can move emails quickly once they’ve been handled, and still easily find them later. Instead, this button sends your email to a folder called Archive, which is simply a folder with that title. We use quotes here because this feature is not truly archiving your emails. Using the Outlook Web application (OWA), Microsoft 365 has provided a button right in the top ribbon to “archive” emails. Microsoft makes this easy for Microsoft 365 administrators to set this up. Today, most organizations choose to archive emails in the cloud. Many organizations relied on their employees to self-manage the archiving process, The problem with storing emails on a hard drive is that they may be lost if the computer is damaged, corrupted, or lost. In the past, when you archived emails, the email archive folder was stored on your hard drive in a separate Outlook. What is archiving email?Īrchiving email is the process of moving emails out of your main Inbox folder structure and into a separate Archive folder. The challenge of discussing this topic is that the process has changed substantially over the years, so let’s start right at the beginning. Archiving emails keeps your emails searchable, but out of your inbox. One solution to keeping your inbox tidy is to be archiving emails regularly. Lost Emails – which can create issues with customers and vendors.Lost Time – and lost productivity when too much time is spent looking for emails.While modern email solutions, like Microsoft 365 and Google Workspace, are built to handle large volumes of mail, over time, a cluttered email inbox can lead to:

#ARCHIVE EMAILS IN OUTLOOK 365 SERIES#

This post is part of our Mastering Microsoft 365 series