{"id":175943,"date":"2024-12-18T03:33:57","date_gmt":"2024-12-18T03:33:57","guid":{"rendered":"https:\/\/www.stellarinfo.com\/blog\/?p=175943"},"modified":"2025-10-07T11:18:52","modified_gmt":"2025-10-07T11:18:52","slug":"methods-to-archive-mailbox-items-in-exchange-server","status":"publish","type":"post","link":"https:\/\/www.stellarinfo.com\/blog\/methods-to-archive-mailbox-items-in-exchange-server\/","title":{"rendered":"Methods to Archive Mailbox Items in Exchange Server"},"content":{"rendered":"<?xml encoding=\"utf-8\" ?><?xml encoding=\"utf-8\" ?><p>In Exchange Server, the mailboxes&rsquo; size increases with accumulation of a large number of emails and other items. So, it is important to manage mailbox data in Exchange Server for smooth performance of database and Outlook application. The best and easiest way to reduce or manage mailbox size is to archive mailbox items. You can move old or unwanted mailbox items to a separate location or to a secondary mailbox (also known as archive mailbox). Moreover, you can also archive mailboxes on a local drive as a backup. Below, we will discuss different ways to archive mailbox items in Exchange Server.<\/p><h2 class=\"wp-block-heading\" id=\"step-to&nbsp;archive-mailbox-items-in-exchange-server\"><strong>Step to&nbsp;Archive Mailbox Items in Exchange Server<\/strong><\/h2><p>Here are some easy methods you can follow to archive Exchange mailbox items.<\/p><h3 class=\"wp-block-heading\">Archive Mailbox Items via Outlook<\/h3><p>A simple way is to export the emails and other items to a PST file by using the Outlook application. This PST file can be saved locally and separate from the mailbox. Here&rsquo;s how to archive mailbox items via Outlook:<\/p><ul class=\"wp-block-list\">\n<li>Open <strong>Outlook<\/strong> (connected to the mailbox from where you want to archive the items).<\/li>\n\n\n\n<li>Click on <strong>New Email<\/strong>, click on <strong>More Items, <\/strong>and then select <strong>Outlook Data File<\/strong>.<\/li>\n<\/ul><figure class=\"wp-block-gallery has-nested-images columns-default is-cropped wp-block-gallery-1 is-layout-flex wp-block-gallery-is-layout-flex\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"307\" height=\"365\" data-id=\"175945\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/1.png\" alt=\"Create an New Email than use more items and post in this folder \n\" class=\"wp-image-175945 apply-gradient-on-post-images\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/1.png 307w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/1-252x300.png 252w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/1-150x178.png 150w\" sizes=\"auto, (max-width: 307px) 100vw, 307px\" \/><\/figure>\n<\/figure><ul class=\"wp-block-list\">\n<li>Select a location to save the PST file and click on <strong>OK<\/strong>. The local Outlook data file will be created in the structure depending on the filename set.<\/li>\n<\/ul><figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"134\" height=\"76\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/2.png\" alt=\"Select a location to save the PST file\" class=\"wp-image-175946 apply-gradient-on-post-images\" style=\"width:465px;height:auto\"><\/figure><ul class=\"wp-block-list\">\n<li>Then, drag and drop emails and folders into the PST file.<\/li>\n<\/ul><h3 class=\"wp-block-heading\">Export to Mailbox Items to PST via PowerShell<\/h3><p>You can use the <strong><a href=\"https:\/\/www.stellarinfo.com\/article\/new-mailbox-export-request.php\">New-MailboxExportRequest<\/a><\/strong> PowerShell commands in the Exchange Management Shell (EMS) to export a mailbox to PST. You can also use various parameters with the command to filter the mailbox items or export only specific items.<\/p><blockquote class=\"note_alert\">\n<p><strong><em>Note:<\/em><\/strong><em> To use this command, the user must have the Import and Export role assigned. Also, you need to create a shared or network path to store the PST file.<\/em><\/p>\n<\/blockquote><p>Open the Exchange Management Shell (EMS) and enter the command as given below:<\/p><pre class=\"wp-block-code command_container\"><code>New-MailboxExportRequest -Mailbox &lt;user to export&gt; -FilePath &lt;network path to export&gt;<\/code><\/pre><figure class=\"wp-block-gallery has-nested-images columns-default is-cropped wp-block-gallery-2 is-layout-flex wp-block-gallery-is-layout-flex\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"602\" height=\"142\" data-id=\"175947\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/3.png\" alt=\"New-MailboxExportRequest command\" class=\"wp-image-175947 apply-gradient-on-post-images\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/3.png 602w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/3-300x71.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/3-150x35.png 150w\" sizes=\"auto, (max-width: 602px) 100vw, 602px\" \/><\/figure>\n<\/figure><p>The above command will export the mailbox to the specified network location.<\/p><p>If you want to include or exclude folders, you can use the parameters &ndash; <strong>IncludeFolders<\/strong> and\/or <strong>ExcludeFolders<\/strong> (see the below example).<\/p><pre class=\"wp-block-code command_container\"><code>New-MailboxExportRequest -Mailbox &lt;mailbox name&gt; -FilePath &lt;folder path&gt; -IncludeFolders \"&lt;folder name&gt;\", \"&lt;another folder name&gt;\" -ExcludeFolders \"&lt;folder name&gt;\", \"&lt;another folder name&gt;\"<\/code><\/pre><figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"602\" height=\"77\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/4.png\" alt=\"IncludeFolders and\/or ExcludeFolders command \" class=\"wp-image-175948 apply-gradient-on-post-images\" style=\"width:840px;height:auto\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/4.png 602w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/4-300x38.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/4-150x19.png 150w\" sizes=\"auto, (max-width: 602px) 100vw, 602px\" \/><\/figure><p>You can also export items from a date or to a date using the <strong>gt<\/strong> (greater than) or <strong>lt<\/strong> (less than) parameters. The below command with <strong>lt<\/strong> parameter will export the items to a particular date.<\/p><pre class=\"wp-block-code command_container\"><code>New-MailboxExportRequest -ContentFilter {(Received -lt '&lt;dd\/mm\/yyyy&gt;')} -Mailbox &lt;user to export&gt; -Filepath &lt;network path destination&gt;<\/code><\/pre><figure class=\"wp-block-gallery has-nested-images columns-default is-cropped wp-block-gallery-3 is-layout-flex wp-block-gallery-is-layout-flex\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"602\" height=\"66\" data-id=\"175949\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/5.png\" alt=\"Export the items to a particular date\" class=\"wp-image-175949 apply-gradient-on-post-images\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/5.png 602w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/5-300x33.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/5-150x16.png 150w\" sizes=\"auto, (max-width: 602px) 100vw, 602px\" \/><\/figure>\n<\/figure><p>If you want to export items from a particular date, just replace <strong>lt<\/strong> with <strong>gt<\/strong>.<\/p><p>You can also use the command by combining both <strong>lt<\/strong> and <strong>gt<\/strong> parameters to export the data for a date range. Below is an example of this:<\/p><pre class=\"wp-block-code command_container\"><code>New-MailboxExportRequest -ContentFilter {(Received -gt '&lt;dd\/mm\/yyyy&gt;') - (Received -lt '&lt;dd\/mm\/yyyy&gt;')} -Mailbox &lt;user to export&gt; -Filepath &lt;network path destination&gt;<\/code><\/pre><figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"602\" height=\"74\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/6.png\" alt=\"lt and gt parameters to export the data for a date range\" class=\"wp-image-175950 apply-gradient-on-post-images\" style=\"width:840px;height:auto\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/6.png 602w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/6-300x37.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/6-150x18.png 150w\" sizes=\"auto, (max-width: 602px) 100vw, 602px\" \/><\/figure><p>This method is ideal to export the entire mailbox or a date range for safe keeping the data at a particular location. This is not an archive method as it will not purge the exported data.<\/p><h3 class=\"wp-block-heading\">Archive Mailbox Items to an Online Archive<\/h3><p>You can use the Online Archiving feature in the Exchange Server to archive a mailbox. The archive mailbox will be on the server but on a separate mailbox and database. However, when setting up an archive mailbox, it is suggested to set the server storage to a different one (separate from the main database).<\/p><p>To use this feature, you need to enable the Online\/In-Place archive on the server, where you can create a database to be used as the archive repository. Once this is enabled, you need to create a tag policy depending on the number of days. Here&rsquo;s the process:<\/p><ul class=\"wp-block-list\">\n<li>Open the Exchange Admin Center (EAC). Click on <strong>Compliance<\/strong> <strong>Management<\/strong> and click on <strong>Retention<\/strong> <strong>Tags<\/strong>.<\/li>\n<\/ul><figure class=\"wp-block-gallery has-nested-images columns-default is-cropped wp-block-gallery-4 is-layout-flex wp-block-gallery-is-layout-flex\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"602\" height=\"196\" data-id=\"175951\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/7.png\" alt=\" Exchange Admin Center tab window \" class=\"wp-image-175951 apply-gradient-on-post-images\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/7.png 602w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/7-300x98.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/7-150x49.png 150w\" sizes=\"auto, (max-width: 602px) 100vw, 602px\" \/><\/figure>\n<\/figure><ul class=\"wp-block-list\">\n<li>Click on the add (<strong>+) <\/strong>button and select the <strong>applied automatically to the entire mailbox<\/strong> option.<\/li>\n<\/ul><figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"326\" height=\"136\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/8.png\" alt=\"Use Applied automatically to the entire mailbox option \" class=\"wp-image-175952 apply-gradient-on-post-images\" style=\"width:556px;height:auto\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/8.png 326w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/8-300x125.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/8-150x63.png 150w\" sizes=\"auto, (max-width: 326px) 100vw, 326px\" \/><\/figure><ul class=\"wp-block-list\">\n<li>Enter the name and click on <strong>Move to Archive<\/strong>. Then, select the <strong>retention period<\/strong> and click <strong>OK<\/strong>.<\/li>\n<\/ul><figure class=\"wp-block-gallery has-nested-images columns-default is-cropped wp-block-gallery-5 is-layout-flex wp-block-gallery-is-layout-flex\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"350\" height=\"229\" data-id=\"175953\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/9.png\" alt=\"click on Move to Archive\" class=\"wp-image-175953 apply-gradient-on-post-images\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/9.png 350w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/9-300x196.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/9-150x98.png 150w\" sizes=\"auto, (max-width: 350px) 100vw, 350px\" \/><\/figure>\n<\/figure><ul class=\"wp-block-list\">\n<li>When finished, click on <strong>Retention Policies<\/strong> and click on the <strong>+<\/strong> button to create a policy. Set the name and add the policy tag you have created.<\/li>\n<\/ul><figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"529\" height=\"160\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/10.png\" alt=\"add the policy tag you have created\" class=\"wp-image-175954 apply-gradient-on-post-images\" style=\"width:840px;height:auto\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/10.png 529w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/10-300x91.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/10-150x45.png 150w\" sizes=\"auto, (max-width: 529px) 100vw, 529px\" \/><\/figure><ul class=\"wp-block-list\">\n<li>Go to the user properties, from the <strong>Recipients<\/strong> and <strong>Mailboxes<\/strong>.<\/li>\n\n\n\n<li>Click on <strong>Mailbox<\/strong> <strong>Features.<\/strong> From the Retention Policy, select the policy you have created.<\/li>\n<\/ul><figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"495\" height=\"162\" src=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/11.png\" alt=\"Click on Mailbox Features\" class=\"wp-image-175955 apply-gradient-on-post-images\" style=\"width:840px;height:auto\" srcset=\"https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/11.png 495w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/11-300x98.png 300w, https:\/\/www.stellarinfo.com\/blog\/wp-content\/uploads\/2024\/12\/11-150x49.png 150w\" sizes=\"auto, (max-width: 495px) 100vw, 495px\" \/><\/figure><p>This will start moving the items older than the selected period (1 year in this case) to the online archive of the user.<\/p><h2 class=\"wp-block-heading\" id=\"archive-exchange-mailbox-items-using-an-edb-to-pst-converter-tool\">Archive Exchange Mailbox Items using an EDB to PST Converter Tool<\/h2><p>The above methods are suitable to archive items from user mailboxes. These methods cannot work if you need to extract items from disabled mailboxes and public folders. As an alternative, you can use <strong>Stellar Converter for EDB<\/strong> &ndash; a powerful <a href=\"https:\/\/www.stellarinfo.com\/edb-to-pst-converter.php\">EDB to PST converter tool<\/a> that can help you archive mailbox items to PST and various other formats. It can extract mailboxes and other items from <strong>Exchange Database (EDB)<\/strong> files (be it any state) and save them to <strong>PST<\/strong>. This tool also allows to granularly export the EDB file items directly to a live Exchange Server database and Microsoft 365 tenant. It can export user archives, shared mailboxes, disabled mailboxes, and public folders. It can also recover deleted\/purged items from the database file.<\/p><h2 class=\"wp-block-heading\" id=\"to-conclude\">To Conclude<\/h2><p>Archiving mailbox items is an important exercise as it helps improve the performance of server, enhance Outlook synchronization, and meet the company and regulatory compliance. You can follow the above-mentioned methods to archive mailbox items in Exchange Server. However, the manual methods can work if the database is online and can archive items from user mailboxes only. These methods do no support disabled mailboxes and public folders. As an alternative, you can use <strong>Stellar Converter for EDB<\/strong> &ndash; an advanced EDB to PST converter tool that can help you archive mailbox items and other data from EDB file to PST and other file formats. It can also export the mailboxes and other items directly to a live Exchange Server database or Microsoft 365.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In Exchange Server, the mailboxes&rsquo; size increases with accumulation of a large&hellip; <a class=\"more-link\" href=\"https:\/\/www.stellarinfo.com\/blog\/methods-to-archive-mailbox-items-in-exchange-server\/\">Continue reading <span class=\"screen-reader-text\">Methods to Archive Mailbox Items in Exchange Server<\/span><\/a><\/p>\n","protected":false},"author":95,"featured_media":179421,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[823],"tags":[],"class_list":["post-175943","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-edb-to-pst-converter","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.9 - 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