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How to properly deal with a 365 mailbox when there is no more space in archive while not sacrificing smooth search experience?

rivkamak
rivkamak asked
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Last Modified: 2019-11-13
I have a VIP who needs to have all of his emails easily searchable in his outlook. He already has an E3 License. Mailbox is 100 GB and Archive is 130GB (after microsoft increase). Microsoft says they are not allowed to increase anymore than that. I do not want to enable the auto-expanding archive feature that 365 has as his search experience will change (he will have to search from multiple places.

My idea is to offload some of the archive email into a shared mailbox and then manually add that shared mailbox onto his outlook and he will then be able to search all mailboxs and archives from one search inbox.

What does everyone think about this idea? Does anyone have any other/better approaches to this?

Thank you.
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AlexA lack of information provides a lack of a decent solution.
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Commented:
Other than a breach of the EULA agreement, not really. You would be better off stripping out ALL attachments and then seeing if you can lower it.

I have no idea at all what he's got to be sending to get 230GB of email, that's unheard of.
Rajkumar Duraisamy (Rajkumar-MCITP)
Top Expert 2012
Commented:
How many years of emails is that 230 GB of emails ?

If all those contents are really required..

As per your plan.. create 2 to 3 shared mailboxes for him. Move the oldest 2 years emails in one shared mailbox (50 GB).. and so on..

Add full access permission for him on those shared mailbox..

Author

Commented:
Thank you.

Alex, how would I strip out the attachments?
Rajkumar DuraisamyRajkumar Duraisamy (Rajkumar-MCITP)
Top Expert 2012

Commented:
There is no option to strip the attachments alone from emails..
AlexA lack of information provides a lack of a decent solution.
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Commented:
Yes there is

$outlook = New-Object -comobject outlook.application
$inbox = $outlook.GetNamespace("MAPI")
$find = $inbox.GetDefaultFolder(6)

$filepath = "$InputDir"
$find.Items| foreach {
 $SendName = $_.SenderName
   $_.attachments|foreach {
    Write-Host $_.filename
    $name = $_.filename
    If( -Not (Test-Path -Path "$InputDir\$name")) {
    If ($name.Contains("txt")) {
    $_.saveasfile((Join-Path $filepath "$name"))
       }
    }
  }
 }

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That took me a few minutes to get, I've used something similar before.

Regards
Alex

Author

Commented:
it would remove attachments only located on the ost file or all attachments
AmitIT Architect
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Distinguished Expert 2017

Commented:
For VIP users, I keep them on client on-premises Exchange server. Remember Office 365 is a SAAS service. It comes with limitations.
Senior IT System EngineerSenior Systems Engineer
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Commented:
I thought that when you are on Office 365 and assign at least E1 license, you can then have Unlimited archive email space?

Author

Commented:
Thank you all
Senior IT System EngineerSenior Systems Engineer
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Commented:
Actually no, it is no longer Unlimited as per Microsoft updated announcement: https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-archiving-service-description/exchange-online-archiving-service-description

The unlimited archiving feature in Office 365 (called auto-expanding archiving) provides up to 1 TB of storage in archive mailboxes in Exchange Online. Each Exchange Online Archiving subscriber initially receives 100 GB of storage in the archive mailbox. When auto-expanding archiving is turned on, additional storage space is automatically added when the 100 GB storage capacity is reached.

and also

Auto-expanding archive is only supported for mailboxes used for individual users or shared mailboxes with a growth rate that does not exceed 1 GB per day. Using journaling, transport rules, or auto-forwarding rules to copy messages to Exchange Online Archiving for the purposes of archiving is not permitted. A user's archive mailbox is intended for just that user. Microsoft reserves the right to deny unlimited archiving in instances where a user's archive mailbox is used to store archive data for other users.

So this is clearly a limit that is newly introduced as at 11/14/2019.

Hope it helps.

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