Export (0) Print
Expand All

Archive Features in Exchange Online Archiving

Office 365
 

Applies to: Office 365

Topic Last Modified: 2014-05-02

The following sections describe the archive features of Microsoft Exchange Online Archiving.

Exchange Online Archiving offers users advanced archiving capabilities with the archive mailbox feature. An archive mailbox is a specialized mailbox that appears alongside the users’ primary mailbox folders in Outlook or Outlook Web App. Users can access the archive in the same way that they access their primary mailboxes. In addition, they can search both their archives and primary mailboxes.

Administrators can use the Exchange admin center (EAC) or remote Windows PowerShell to enable the archive feature for specific users. For more information, see Client Features in Exchange Online Archiving.

ImportantImportant:
  • Using journaling, transport rules, or auto-forwarding rules to copy messages to Exchange Online Archiving for the purposes of archiving is not permitted.

  • Microsoft reserves the right to deny unlimited archiving in instances where a mailbox archive is not being used in a personal scenario.

Users can drag and drop messages from .pst files into the archive, for easy online access. Users can also move email items from the primary mailbox to the archive mailbox automatically, using Archive Polices, to reduce the size and improve the performance of the primary mailbox. While this behavior is different than Exchange Hosted Archive, which will create a secondary copy of each message in the archive, retention requirements can be achieved in either scenario. For details on additional methods to move messages into the archive, see In-Place Archiving.

Users can import data to the archive in the following ways:

  • Import data from a .pst file using Outlook’s Import and Export wizard.

  • Drag email messages from .pst files into the archive.

  • Drag email messages from the primary mailbox into the archive.

  • Let archive policies automatically move email messages from the primary mailbox, based on the age of the messages. For more information, see Retention Tags and Retention Policies.

NoteNote:
Administrators can also use the PST Capture tool or the New-MailboxImportRequest Windows PowerShell cmdlet to import .pst file data to the user’s primary mailbox on an on-premises Exchange server and then let archive policies automatically move messages from the primary mailbox to Exchange Online Archiving For more details, see Microsoft Exchange PST Capture.

Users can restore items they have deleted from any email folder in their archive. When an item is deleted, it is kept in the archive’s Deleted Items folder. It remains there until it is manually removed by the user, or automatically removed by retention policies.

After an item has been removed from the archive’s Deleted Items folder, the item is kept in the archive’s Recoverable Items folder for an additional 14 days before being permanently removed. Users can recover these items using the Recover Deleted Items feature in Microsoft Outlook or Outlook Web App.

If a user has manually purged an item from the Recoverable Items folder, an administrator can recover the item within the same 14 day window, through a feature called Single Item Recovery. This feature allows administrators to conduct a multi-mailbox search to find purged items and then use the Search-Mailbox Windows PowerShell cmdlet to move the items from the discovery mailbox to users’ mailboxes. For more information, see Enable Single Item Recovery for a Mailbox.

NoteNote:
  • The Single Item Recovery period is 14 days by default, but it can be customized in some circumstances.

  • If an administrator has placed a user’s mailbox on In-Place Hold or litigation hold, purged items are retained indefinitely and the 14-day window does not apply.

When administrators delete users from the on-premises Exchange Server, the users’ archives are also deleted. If the deleted archive mailboxes need to be recovered, the Office 365 support team can perform this recovery. A recovered archive will contain all of the mail stored in it at the time it was deleted.

ImportantImportant:
Administrators have 30 days from the time a user’s mailbox is deleted to request an archive mailbox recovery. After 30 days, the archive mailbox is not recoverable.

Archive mailboxes in Exchange Online Archiving are replicated to multiple database copies, in geographically dispersed Microsoft data centers, to provide data restoration capability in the event of a messaging infrastructure failure. For large-scale failures, business continuity management is initiated. For more information see, Service Continuity in the Office 365 Platform Service Description.

 

Feature Exchange Online Archiving for Exchange Server1 Exchange Online Archiving for Exchange Online2, 3

Archive mailbox

Yes

Yes

Move messages using Archive policy

Yes

Yes

Importing data to the archive

Yes

Yes

Deleted item recovery

Yes

Yes

Deleted mailbox recovery

Yes

Yes

Mailbox backup

Yes

Yes

NoteNote:
1   User mailboxes must reside on Exchange 2010 SP2 or later.
2   As an add-on for Exchange Online Plan 1, Exchange Online Kiosk, or certain Office 365 plans. Some Office 365 plans already include archiving and do not require Exchange Online Archiving as an add-on. To learn more, see Exchange Online Archiving plans.
3   In-Place Archive can only be used to archive mail for a single user or entity for which a license has been applied. Using an In-Place Archive as a means to store mail from multiple users or entities is prohibited. For example, IT administrators can’t create shared mailboxes and have users copy (through the Cc or Bcc field, or through a transport rule) a shared mailbox for the explicit purpose of archiving.

If you have comments or questions about this topic, we'd love to hear from you. Just send your feedback to Office 365 Service Description Feedback. Your comments will help us provide the most accurate and concise content.

 
Was this page helpful?
(1500 characters remaining)
Thank you for your feedback
Show:
© 2014 Microsoft