How to Phase Out Archived Exchange Mailboxes Effectively

In this article we look at the rationale behind phasing out archived mailboxes and to do so in an effective manner.

Effectively Phase Out Archived Exchange MailboxesArchiving mailboxes in Exchange has become an increasingly popular way of storing unused mailboxes. Many users do it simply because it is a company policy, and others are afraid they might need it at some point in future. Archiving mailboxes is certainly a good way of storing your Exchange mailboxes, and with the coming of the possibility of storing them online, archiving has only increased for Exchange mailboxes. However, there are often instances when the amount of archived mailboxes becomes a little too much and you have no option but to phase out those archived mailboxes.

Why You Should Phase out?

Exchange AchivingStoring anything that is no more of use is never a good idea, no matter how valuable it may still be. This holds not just for data but even objects. Whatever it is you are holding on to, will certainly occupy some space, which is already limited, a lot of the times. Even if you are storing mailboxes online, they are taking up space, and by getting rid of them, you can free all that space and use it for something more important. You should not only phase out archived mailboxes because they occupy space but also because it becomes difficult to manage them, if they keep on increasing.

What Can You do to Phase Out Archived Mailboxes in Exchange?

Phasing out mailboxes is not difficult, however phasing them out effectively is the real challenge. While phasing out archived mailboxes from Exchange, you not only have to get to rid of them, but also make sure that there are no remaining files of the already phased out mailboxes, it often happens that the files are deleted from disk, but cache files and other remaining data is still present. To effectively phase out archived mailboxes in Exchange, follow these steps:

  • Begin by exporting mailboxes to .CSV (Comma Separated Values) File. This will make all fields clear through separation by commas.
  • After you have exported data to .csv, you need to disable the archives.
  • The archives do not have to be disabled for long, you can enable them after exporting, for restoration.

When you disable the archives, they become unavailable to all users, thus making it easy for you to export data from disabled archives to the primary mailbox and then enable the archives. To enable the archives, you will have to restore them, and after the process of restoring is over, your archives will no longer have the messages you exported. In effect it frees up a lot of space. Alternately you can use an ost 2 pst convertor to save your archived mailboxes into files which can be accessed locally.

Important Tips to Keep in Mind while Phasing Out Archived Mailboxes from Exchange.

As important it is to phase out archived mailboxes, equally important it is to do it properly, keeping in mind a few key aspects of the process. Anything done improperly can cause more harm than good. The most important thing you should ensure while phasing out data from archives is that, only the data you are sure to never use again, should be selected. Once you have phased it out, you cannot retrieve it.

Author Introduction:

Van Sutton is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair Outlook mail corruption and bkf recovery software products. For more information visit

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