Using Archive Mailboxes in Office 365
2025 update: due to storage limits imposed by Microsoft, and the real dollar costs associated with overuse and growing regualar use, archive mailboxes are no longer generally available to be created/added.
Please reference the Source article at https://source.colostate.edu/microsoft-365-reducing-storage-limits-for-the-csu-system/ and the related Knowledge Base article at https://csusystem.freshservice.com/support/solutions/articles/23000154701-M365-Storage-Project-2024-2025 for information about the challenge, and for guidance on how to reduce your own storage footprint.
Also note that archive mailboxes were not sharable for collaboration, nor available in Outlook Web. Most users who have departmental data retention needs can meet these in other, better ways.
These archive mailboxes are only available for individuals for whom a litigation hold is pending. In these cases the Office of General Counsel will formally notify employees or custodians not to delete or alter any documents, emails, messages, or other digital records that may be relevant to a legal matter. Legal holds are triggered when a party:
- Reasonably anticipates litigation, even if a lawsuit hasn't been filed yet.
- Is involved in civil litigation, such as tort claims (e.g., personal injury, negligence).
- Is under investigation or facing criminal charges.
