If you’re trusting the archive to also be a source from which you can perform a restore in case of a ransomware attack etc. Such an archive wouldn’t pass muster with any regulator requiring an offline or offsite copy. The in-place archive cannot serve as a reliable backup from the standpoint of regulatory compliance because the archive copies of mail co-exist in the same data centers (and possibly even the same servers and storage units) as the original emails. And if you have questions about why a Backup is even necessary for Office 365, my blog post on this subject can be quite informative. As it turns out, Office 365 indexing is optimized for searches within a mailbox but can be excruciatingly slow when you search across mailboxes.Ĭan the built-in archive be a substitute for a Backup? When we checked last, the Search in Office 365 allows for indexing of Office and Office type (OpenOffice, WordPerfect, etc.) documents, PDFs, and text files. The search may not be able to handle all file types.The default limit of search results in Office 365 is 100 results per mailbox and 1000 results if searching across mailboxes, which is usually not sufficient to handle large-scale litigation.No expansion or auto-expansion.Į-Discovery searches will search archive folders as well, but the search capabilities can be quite limiting. A lower license level (like E1 or below) has a 50GB mailbox and a 50GB archive – period. So, the Office 365 archive isn’t an immutable, tamper-proof copy.Īnd all this is if you have an E3 plan or higher. They may also go and delete emails out of the archive if they wish to. Users can copy messages back and forth from the primary and archive folder. And if there are sub-folders under such folders, each sub-folder needs to be searched separately. If they have multiple such storage segments that have been added over time, then each of those needs to be searched separately. When a user is searching for emails, if some of their folders (or portions of their folders) have moved to the auto-expanding archive, they need to search those folders separately. Once this is in place, when that archive folder reaches a 90% threshold, Office 365 automatically adds in additional space in the form of another archive folder. But the administrator can choose to enable “auto-expanding archiving”. The archive size isn’t unlimited by default- it is set to 100GB at the start. Once this is done, the archive shows up as if it were a separate folder in the user’s view within Outlook or Outlook on the web. How Office 365 Archive worksįirst off, archiving is turned OFF by default and has to be turned ON by the administrator – for each mailbox individually. It is important to understand how archiving with Office 365 works. In reality, they have a mailbox that can be set to a maximum of 100GB, and an unlimited amount of space for archive email. Office 365 email archiving may be adequate for basic use cases – but can get overwhelmed pretty quickly.Ĭustomers with Microsoft Office 365 E3 licenses and above are essentially led to believe they have an unlimited mailbox size.
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