If you think that you can easily get away with your Outlook mailbox when the storage is full then you are wrong. You can’t keep ignoring the problem rather you will need to find a fix. This blog will help you find its solution through various methods stepwise.

If you do not want to archive data regularly then you can go for free methods available but then, of course, they have their drawbacks. You will also learn about a professional tool that you can use.

Method 1) Office 365 Outlook email forwarding

As the name says Email forwarding that what it does.

• It simply forwards emails to a different account.
• So, in the case due to any reason if you lose your emails on the mail account you have a backup elsewhere.
• Not-so-important data can be taken care of by this method. But then eventually your storage will get full.
• You will have to forward previous emails manually and the user of the email account can turn the forwarding function off.
• Moreover, the spare email account can turn the forwarding function off. It can also be a victim of hijacking, ransomware, and so on.

Follow these steps for the web version –

1) Visit the Exchange admin center.

2) Choose recipients followed by mailboxes.

3) Multiple emails will be shown out select the one which you want to forward.

4) Under Mailbox, select the Manage mail flow settings.

5) In managing mail flow settings configure email forwarding including size and delivery restrictions. Select email forwarding.

6) Allow forward all emails sent to this mailbox. There will be an option to type user email so do that.
You are done.

Method 2) Import/Export wizard

Using the Outlook method is a good option to back up when you don’t have complicated deployment.

However,

it is not the best method if you want to protect many accounts as it gets lengthy. It is available only for the desktop version of office 365. It helps you create one time export of your emails but has the disadvantage of not having a regular backup option. If you still wish to opt for this option then the steps are mentioned below –

1) Open Outlook

2) Click on the File tab in the top left corner

3) Click on Import/export

4) Import/export wizard tab will open Under the heading of choose an action to perform select the 4th option from top Import from another program or file and click on next.

5) Under the heading of Select file to import from choosing Outlook data file (.pst)

6) Click browse

7) Select the PST file and open it. If it is password protected enter it.

8) Click next

9) Export Outlook data file window will open. Specify your office 365 mailbox.

10) Enter your office 365 account details. Tick on include subfolders. Select import items in the same folder whichever location you want to.

11) Click on the finish button.

Method 3 – Auto archiving

Users always complain that their mailbox is filled with many useless, promotional, unimportant emails. It is a tool that will empty your mailbox from old, although important emails. It has a special feature to use the aging period to determine items that need to be archived. It is a good backup option. It will be a friend to finding and recovering important emails. It is different from the export wizard method because it does not copy items as the export wizard does- it just moves them. All archived emails will have a separate folder.

This method is useful for those users who have a lot of old emails which you don’t require right now but you will want in near future.

Limitations

1) Only a transfer tool, not a backup option

2) Can’t restore all emails in case of emergency

3) Doesn’t copy your files

Follow the following steps to use this method-

Set off your Outlook on your desktop

1) Go to the File tab and select Options.

2) Choose advanced and then click on auto-archive settings. Click on run auto-archive.

3) Go to clean out items and set a period to move your files from the inbox to the archive folder.

4) Select on the options move old items to and type a file name for the archived items to be transferred to or click Browse to select from a list.

5) Click on ok.

You must have understood that all 3 methods are useful in 2 situations

1) For individuals who have less data

2) Not so important data

So, if you don’t belong to this category don’t worry. There is a solution to everything in this world and in this case, there is a professional tool that you can use discussed below.

Automated solution for office 365 Outlook

Seeing the complexities and time consumption of the above methods SysTools Office 365 Export tool acts as a savior. It helps the admin or user to download Office 365 emails to PST, EML, and MSG file formats.

It maintains data integrity and considers your privacy a priority without compromising on quality. It is supported by any Microsoft operating system.

It’s just 5 quick easy steps and you are good to go.

Step 1) Download this software and enter the id, and password for the office 365 account, and press the sign-in button.

Step 2) A window will open with a heading of SysTools Office 365 Export 4.0- Full version written on the top bottom.

Under the subheading of Office 365 export, you will be shown the user hierarchy of the respective email id you have entered. You get the freedom to choose whatever you want to export very easily which you won’t find in the e-discovery method. Click on next

Step 3) PST, MSG, and EML are supported with this tool. Yes, you read it right. 3 different formats are rendered by the tool. You can select whichever file format you want to choose out of the three.

Step 4) Your next step would be to select categories from the select categories field. You will see multiple categories such as emails, calendars, tasks, contacts, and archive mailboxes. Enter the destination path.

Step 5) Date filter option allows you to select the range from which date to which date you want to export.

Step 6) This is optional if you want to split you can split.

Some of the key features of the tool are-

• Export multiple office 365 mailboxes
• Export office 365 archive mailbox
• Option to export office 365 shared mailboxes
• The facility of auto-detect office 365 mailboxes
• Export office 365 Calendars, contacts, and tasks
• Maintain mail attachments and attributes

Conclusion

If you are an individual user you can go for free methods but if not then you saw the limitations faced by the users in those methods. I have mentioned the steps you can follow to complete each method which you can simply follow. We discussed the top 4 methods to archive Office 365 Outlook emails. An automated solution is recommendable over the other options.

Suggested:

Learn Ways to Export Outlook Contacts to Spreadsheet.

Moving Organization From Outlook to Office 365 – Follow These Tips!

Add Business Cards to Outlook Account Using Top Secrets.

The post How to archive Office 365 Outlook emails? appeared first on Tricky Enough.

Planning to migrate organization from Outlook to Office 365 – then why leave your data in the old platform? The data stored in a user account is the most crucial element for any organization’s stability. While moving you should make sure that all data completely transfer from Outlook to Office 365 without leaving any bit of information.

Here, in this guide, we will demonstrate multiple ways using which an organization can easily migrate their employee’s data to Office 365 while switching from the MS Outlook environment.

Why Choose Office 365 Over Outlook?

Before beginning with the techniques to move data, first make sure that your moving your organization from Outlook to Office 365 is the right choice.

Microsoft 365 (aka Office 365) is a web-based collaborative suite. This suite also contains an application called Outlook that is almost similar to MS Outlook is the view. But, the working and features of both are completely different.

If your organization requires its working environment to operate from anywhere and anytime, then choosing Office 365 is the best option. Because, Office 365 Outlook is similar in working and visual, so it makes it easier for users to understand it. Moreover, users will be able to access system data from anywhere and anytime using OneDrive. And, there are many more business applications to boost productivity.

Techniques to Move Organization From Outlook to Office 365

The technique for moving Outlook data to Office 365 is divided into two stages:

1. First, export every user data from Outlook or you can get data from your server.

2. Second move the exported data into the new Office 365 account.

Stage 1: Get Outlook Data Of Every Employee

To get the data of each employee you can either get it from the on-premises server or you can export each user data in .pst format. You can skip the below steps if you already have the export data of each user and move directly to Stage 2.

Follow the below steps to export each user data from Outlook account:

1. Open the MS Outlook application and use the File to file menu.

2. Here, you need to click on the Open&Export tab and then hit Import/Export button.

3. This will open an import/export wizard, where you need to select the option as “export to a fie”.

4. Next, you need to select “Outlook data file (.pst)” option.

5. In this next window, select the Outlook profile whose data need to be exported.

6. Browse the location where you wish to store the exported data and hit Finish.

Stage 2: Move the Exported Outlook Data Into Office 365 User Account

Now to move the data into Office 365 account, there are multiple techniques, such as:

1. Use Office 365 Import Service to Move Data to Office 365.

2. Use Third-party tool to Import All Exported Data into Office 365 Account.

Technique #1: Using Office Import Service For Moving Data

Microsoft offers its own import service to new users to move organizations from Outlook to Office 365, i.e., Network Upload and Drive Shipping.

Network Upload: This import service is completely free and can be operated from Office 365 Exchange Admin Center. This service allows administrators to upload the user data over to temporary Azure storage and then using PowerShell commands to import PST to Office 365.

Drive Shipping: The drive shipping method is more of a paid import service, where the initial part is done by the administrator and all the technical stuff my Microsoft team. For this, you need to save all the exported .pst files inside a bit-locker encrypted hard drive and ship them to a nearby Microsoft data Center. The rest of the technical task (PowerShell command) is done by their team. And, for that, they will cost you $2 per GB of the PST file data.

Issues With Technique #1

Without being biased, we have generated the review from many forums that organization that are new to Office 365 often face difficulty in using Office 365 Import Service. It requires high technical knowledge and experience to perform the operation without any data loss.

Technique #2: Using Third-party tool For Importing Data

To overcome the issue of import service & cost features of drive shipping administrator generally goes for an automated tool. As these tools are specifically desired to ease the struggle of the user. There are multiple automated tools are out there in the market that you can compare and choose from. Following are the 2 best tools available:-

1. SysTools Office 365 Import Tool

2. DataHelp PST to Office 365 Migration tool

You can take the help of any of these two or other tools to make your migration task easy. First, check the demo version of the tool for testing before moving all user data to Office 365.

Final Thoughts

In this guide, we have focused on the generally asked query, i.e., how to move the organization from Outlook to Office 365”. Here, we have tried to provide the method to export data from Outlook account and multiple ways for moving exported data into Office 365 user account in bulk. You can choose the method that suits your requirement and move your user data without leaving any bit of information.

Suggested:

How to Import iCloud Email Backup to Outlook Mac? The Best Solution Here.

Learn Ways to Export Outlook Contacts to Spreadsheet.

Add Business Cards to Outlook Account Using Top Secrets.

The post Moving Organization From Outlook to Office 365 – Follow These Tips! appeared first on Tricky Enough.