3 Smart Ways to Manage Space in Your Office 365 Exchange Email Account

Running out of space in your Office 365 Exchange email account? Don’t worry; there are practical solutions to optimize your mailbox storage. Let’s explore three options:

Option 1: Buy Additional Space

• Problem: Your mailbox is nearing its limit of 50GB, and you need more room.

• Solution: Microsoft allows you to upgrade your mailbox storage. You can buy additional space, increasing your capacity up to 100GB.

• Advantages:

  • Seamless integration with your existing account.

  • Accessible across all devices.

  • Ideal for users who prefer a unified mailbox.

• Considerations:

  • Cost: Additional storage comes at a price.

  • Evaluate your long-term storage needs.

Option 2: Set Up an Online Archive

• Problem: Your mailbox is close to the 100GB limit, and you want to manage older emails efficiently.

• Solution: Create an Online Archive:

  • Archive emails older than a specified period (e.g., 3 years).

  • Set rules to automatically move older items to the archive.

  • Keep your primary mailbox clutter-free.

• Advantages:

  • Efficient storage management.

  • Accessible via Outlook and webmail.

  • Retains compliance with retention policies.

• Considerations:

  • Configure retention rules carefully.

  • Users must be aware of the archive location.

Option 3: Export Older Emails to a PST File

• Problem: You need to free up space while preserving older emails.

• Solution: Export older emails to a PST (Personal Storage Table) file:

  • Create a local backup on your computer.

  • Accessible only from that device.

  • Ideal for infrequently accessed historical emails.

• Advantages:

  • Decentralized storage.

  • No impact on mailbox performance.

  • Useful for compliance or legal purposes.

• Considerations:

  • Regularly back up the PST file.

  • Remember that other devices won’t have access.

Remember to choose the option that aligns with your storage needs, accessibility requirements, and budget. Whether it’s expanding your mailbox, setting up an archive, or exporting to a PST file, these strategies will help you manage your Office 365 Exchange email account effectively.  

Need help, give us a call at (818) 347-1100.  We can implement any of these strategies for you.