Configure In-Place Archive in Office 365
In Place archive moves your users' data to an archive mailbox
after a set amount of time. This archive mailbox will show up under the user's
main mailbox in Outlook.
Before going further into this guide you need to understand the
following:
- Retention
tags:
- These
are tags that can be applied to mail. This includes thing like
"Delete draft items after 10 days", "Move Data to Archive
after 5 years"
- Retention
tags get applied to Retention policies, they are not directly applied to
users
- There
are three types of tags
- Default
policy tags (DPTs) These
are default retention tags for the entire mailbox.
- Automatically gets applied
- Retention
policy tags (RPTs) These
are for default folders. The only valid action is to delete or delete
permanently.
- Automatically gets applied
- Personal
tags These
tags become available in Outlook and Outlook Web App. Users can use them
to apply to a mailbox folder or an individual item.
- User can choose to apply this
- Retention
Policies
- In
most cases you should edit the default policy since we usually want to
apply Archive time settings to all users. However, be very careful when making
changes. A mistake in the policy can lead to changes that will affect
every user, and they will be extremely difficult to reverse.
- These
policies can be applied to users, and the contain retention tags
- Only
one retention policy can be applied to users
- You
would create new retention policies in the following scenarios:
- You
need to make a specific change for a few users, and you do not want to
apply it to every single person.
- You would create a new retention policy and apply it
to certain users
- You
are testing a retention policy
Changing the Archive Time Threshold
This will show you how to change the threshold for emails that
will be moved to a user's In-place archive.
Be very careful when making changes. A mistake in the policy can
lead to changes that will affect every user, and they will be extremely
difficult to reverse.
This guide assumes that you want to change the archive threshold
for all users in an Office 365 instance. If you only want to change it for
select users please create a new Retention Policy and tags(below).
- Go
to https://outlook.office365.com/ecp/
- Go
to Compliance Management
- Click
on retention tags
- Click
on Default 2 year move to archive
- Change
the retention period to your desired range in days.
- Change
the Name of the policy to reflect the new threshold
- Click save
- Click
on Retention Policies at the top
- You
should see a policy called Default MRM Policy
- Make
sure that your edited retention tag has taken effect. (you might need to
refresh the page)
- If
there are multiple retention policies open the settings for the user's
mailbox, and make sure that they have the correct policy
- Recipients/Mailboxes/User/MailboxFeatures
Changing the Archive Time Threshold for Select Users
This will show you how to change the threshold for emails that
will be moved to a user's In-place archive.
Be very careful when making changes. A mistake in the policy can
lead to changes that will affect every user, and they will be extremely
difficult to reverse.
This policy will show you how to change the archive policy for
specific users. You would do this in situations where different Office 365
users require different Archive policies.
- Go
to https://outlook.office365.com/ecp/
- Go
to Compliance Management
- Click
on retention tags
- Click
the + button and select applied automatically to
entire mailbox (default)
- Name
the policy X year move to archive (where
X is the years)
- The
the appropriate settings. See: Changing the Archive Time
Threshold
- Go
to the retention Policies tab at the top
- Click
the + button and create a new policy. Name it something
like X Year Archive MRM Policy
- Add
all of the retention tags that exist on the Default MRM Policy. Except
for the Default 5 year move to archive
- Add
the X year move to archive tag that you
just created
- Double
Check to make sure that there is only one Archive tag in the Policy
- Go
back to the root of ECP and navigate
to Recipients/Mailboxes/User/MailboxFeatures
- Apply
the new Policy to the select users
Enabling the Archive
- Go
to Recipients/Mailboxes/%user%
- Click
"Enable" under In-Place Archive on the right
Verification
Once the Retention policy has been applied to the mailbox, the
user's archive mailbox should eventually appear in their Outlook or Outlook Web
Access session. To speed this along, have the user close and re-open
Outlook or their web browser. The archiving mailbox will appear below
the user's mailbox in the Outlook folder pane, with the label Online
Archiving.
The archiving process to move messages to the archive mailbox
will not begin automatically, but will begin on the next scheduled archiving
run, which by default is usually once daily. To immediately initiate the
archiving process and begin moving old emails to the archive mailbox, perform
the following steps:
- Connect
to an Office 365 PowerShell session: Office 365 - Powershell Connect
- Run
the following command (replace %username% with the user's
username):
- Start-ManagedFolderAssistant
-Identity %username%
Once you've run this command, access the user's mailbox in
Office 365's Exchange Admin Center and click Mailbox Usage to
monitor the user's mailbox size, and confirm that archiving is reducing the
size of the mailbox.
References
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