An organization migrates to cloud-based services for better features and facilities. For any business related migration and plans, the prime concern is data loss. There are many distinct plans and strategies which assist a user to transfer the files. This transition is a valuable deal and lots of expectation of various customers and clients is involved. But, there are some hindrances which can fail the purpose of archiving the mailbox. There are not many issues but, these are powerful enough to create a problem for the users. All a user needs to have full knowledge regarding Office 365. No need to despair as all the relevant details have been mentioned in the post.

Limitations of Office 365 Archiving

Some of the drawbacks of using the Exchange Online cloud services are listed as follows:
Retention Limitations: In Outlook and Office 365, Microsoft offers a high-level protection to the end user data. After the emails are removed, they are moved to the “Deleted Items Folders”. After 30 days, the emails from this folder are permanently deleted. This is called the retention period. This feature ensures that the data of a user is protected even after deleting it. These items can be moved to “Recoverable Items-Deletions Folder”
Now, the problem emerges when an employee leaves the organization. The manager may request to delete his/her account. Before a user leaves, the mailbox is put on the hold. If this is not done, the emails cannot be accessed and the data will be lost. In case, there is the corporate investigation or legal investigation on that employee, the conversations cannot be presented in the form of evidence. This is one of the notable drawbacks of O365 archiving.
OneDrive/SharePoint Retention Limitations: There is a feature called Document Versioning. If this feature is switched on, only the recent edition of content is stored and not the entire directory. This feature enables the user to retrieve back the older data in case it is mistakenly deleted. Similar to Outlook and Office 365, OneDrive also contains a set of folders for protection. In OneDrive too, the deleted items will stay in the Recycle bin for 93 days, otherwise, the data is permanently deleted manually. As soon as this limit is reached, the data is migrated to Site Collection Recycle Bin. Once the retention settings in Site Collection Recycle Bin crosses the maximum limit, the data will vanish.

Have Precise In-Place Office 365 Archiving Policy

The information regarding default retention policies is described briefly in this write-up. Many options are available to customize retention settings as per the users’ requirements. Some limitations arising due to this feature are mentioned as follows:

  • Any organization should have full knowledge of all the policies. This can be inconvenient and time-consuming.
  • For deleted items, this service to customize retention policies is only available for Office 365 or Outlook.
  • These policies vary according to the different plans and services of the Exchange Online. To recover one item, there is a lengthy procedure of multiple folders.
  • No complete backup solution is available and it is needed to prevent data loss via limited measures.

How to Prevail Over these Drawbacks of Office 365 Archiving?

The conversations can be secured in a number of ways. One method is to save the important information manually, which is a risky task to perform. So, the non-technical users and professionals look for a more perfect solution to backup Office 365 archive mailbox to PST file format. It is recommended to use SysTools Office 365 Email Extractor. It equips the user to archive emails, calendars, contacts to another file format with the help of multiple options available. The utility can be used in two different manners: using admin credentials and without admin credentials. Users can save their account data to different file types like PST, MSG, EML. The product is adaptive with all the versions of Windows such as 10, 8.1, 8, 7, XP and earlier versions.

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Diptesh Kumar Bhakat is proud to be the author of fastest growing tech blogs. He is a tech-savvy, SEO Expert, SMO Expert, SMM Specialist and a professional Blogger. Except blogging, he is so much found in photography, superbike riding. He has a very close attachment to the tech world and loves to blog on his fav topics. He has also contributed to many regional dailies and authored guest posts on some of the leading tech blogs. Professionally, he is a tech blogger and reviewer. he is a very energetic person who constantly puts up an evil smile to counter any obstacle in his manner. This dude is highly unpredictable and in reality, you can’t recognize what’s coming from him…be it his articles, generating an aura, or his personality. Mr. Diptesh is completed his B.Tech in Mechanical Engineering, as everybody thinks about one question that how a mechanical engineer can make a website?? Is it strange!!!!!!!! Yes it is. But there is a big story we will update soon.


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