By Ntiva Editorial Team on Dec 13, 2017

The One Best Way to Archive Your Outlook Email

When Outlook slows to a crawl, one of the first things many people consider is turning on email archiving in order to improve performance.

Archiving actually IS a great way to help solve this problem, but you need to make sure you do it the right way.

Before you go diving into Outlook and start fooling around with the AutoArchive feature – beware of what you are doing and here is why:

  • For starters, all your email will be archived into a folder on your PC, which will eventually clog up the performance of the PC itself.
  • Archiving your email on your local PC is risky. What would happen if your PC was lost, stolen or crashed? You will have lost all your archived data.
  • If your industry needs to adhere to email compliance laws, you will be breaking them if you start to store your archived email on your local device.

There is a much better way to archive your Outlook email for both Microsoft Exchange and Office 365! 

Below are the highlights, but be sure to consult with an IT professional, either in-house or with your IT support services company, to get all the details on what would work best for your company.

If You Have Microsoft Exchange

Microsoft Exchange offers a cloud-based archiving solution that helps you mitigate risks, including compliance and regulatory challenges. There is a small charge for this per user per month, and a cap on storage unless you purchase more, but it does deliver an efficient and secure way to safeguard your business email – without the risk of putting it on your PC.

If You Have Microsoft Office 365

The good news is, unlike Exchange, Office 365 provides an unlimited amount of cloud-based archive storage for free. You do need to have the right subscription level to take advantage of this feature, but once properly set up there are many benefits.

Both Exchange and Office 365 archiving can be tricky to configure and manage, and business email archiving policies should always be set up at the corporate level to be consistent across the company. Again, be sure to consult with an IT pro to discuss best practices.

Before You Go: Email Archiving vs. Email Backup

Be aware that there is a big difference between email archiving and email backup.

Email archiving is a great way to minimize the size of your inbox by archiving historical email. You can configure the time frame, access it from anywhere, and rest assured that your archived email is safely stored in the cloud.

However, this is different than email backup.

Consider the scenario where a user loses or deletes an email from their Outlook and then calls IT to retrieve it. This will be impossible, because it never made it to the archive. It’s gone.

However, the right email backup solution can protect you against accidental or malicious deletion, server catastrophe, mailbox corruption and more. Backup solutions can be configured to your liking with regards to frequency, retention, retrievability and many other features.

If you're interested in discussing the best solutions for your business, reach out to us to schedule a chat with one of our IT consultants who can help you explore all the options.

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