Create Mail Archive

Email archiving is a key component of a company’s IT strategy and information management policy.

Backup for Microsoft 365 / Google Workspace Backup introduces an independent mail archiving solution for Exchange Online users. This archive solution is a Microsoft 365 / Google Workspace Backup feature. It is neither connected with Microsoft 365 nor with Google Workspace archive solutions. Users can benefit from all advantages of secure mail archiving with Backup for Microsoft 365 / Google Workspace Backup.

The application creates 1:1 copies of all mail messages according to Archive Options configured by the user. The original mail messages are deleted from the mailbox to save space, and copies of the mail messages are stored in the backup storage to ensure the security and availability of large amounts of data while using Microsoft 365 / Google Workspace Backup. Users can access mail message copies on the Mail page in the same folders where original messages were displayed, and search through them, if necessary.

Archived messages are marked with an orange envelope icon in a grid, as opposed to the original messages, which are marked with black envelope icons.

Archive Options

To configure archive options, proceed as follows:

1. Select Mail in the horizontal menu bar of the dashboard.
2. Click Options on the horizontal menu bar.

3. Click the Archive Options tab.

4. Turn on Enabled at the top of the side panel to enable archiving.
5. Configure criteria to archive the mail messages in mail folders.
6. Include folders to archive:

• To include mail folders: expand the Include Folders control and select the appropriate value.

With Only selected, you can include only one or more selected mail folders in the archive. Click Add Folders to make the selection.

To clear the selection, click Clear All.

7. Exclude folders from the folders included in the archive:

• To exclude mail folders: below the Exclude Folders control, click Add Folders to make the selection.

Configured rules and criteria will be applied to the archive job for selected users. To apply these criteria to archive jobs for all domain users, select the Apply to All Domain Users checkbox, then click Save.

Search and Filtering

You can quickly sort messages to see the archived messages first. To apply sorting, click the selector above the message type icons. By default, all messages are sorted by type, and then by date.

The lists of messages might be very long and hard to manage. Use the search box above the grid to look for archived items matching certain criteria. Select the Backup Archive checkbox, select the required filtering criteria and/or enter a search expression. Once you are done, click Search to get the search result.

Disable Mail Archiving

To disable mail archiving, proceed as follows:

1. Select Mail in the horizontal menu bar of the dashboard.
2. Click Options on the horizontal menu bar.
3. Click the Archive Options tab.
4. Turn off the Enabled switch.
5. Click Save.