#Office365 was officially launched on June 28, 2011. At the time, I was already (since 2008) working in the Microsoft cloud by subscribing to a Hosted Exchange account, which included Exchange and SharePoint. But as you can see, I jumped on board with the Office 365 platform about 6 months later (over 7 years ago). Back then, OneDrive was called SkyDrive with just 25 GB of storage space.
People let their email pile up. Some let it get to astronomical levels, which used to (still does in some cases) impact the performance of their local system. But it doesn’t matter anymore, that is, if you leverage all the free space provided by your Office 365 subscription.
By using In-Place Archiving and a Retention Policy, you can automate the process so that your primary mailbox never becomes unwieldy and your Archive mailbox never runs out of space.
NOTE: The In-Place Archive mailbox should not be confused with the default Archive *folder* within your primary mailbox, although these can work together as described later on.
The screenshot below shows my email account in ‘Outlook on the web’ – the web-based version of Outlook that reflects the contents of the Exchange mail server’s contents for this respective mailbox.
In my case, Archive1 below happens to refer to the default Archive *folder* within my primary mailbox in Outlook. When I click on the Archive button (in Outlook desktop on the Mac), this easily processes mail from the Inbox folder to the Archive folder as a kind of temporary holding bin.
By right-clicking on a *folder* like Archive1 above, you can assign Messaging Records Management (MRM) policies, such as moving all items to the In-Place Archive after 30 days. In this case, I send the most inconsequential email messages to the Archive folder within my primary mailbox by clicking the Archive rather than the Delete button. But after 30 days, it automatically gets moved to the In-Line Archive mailbox, which expands automatically as space is needed.
Below we can how my Office 365/Exchange Online user account is split into three sections:
- Primary Mailbox
- In-Place Archive
- Recoverable items (topic of another conversation)
A little quick math shows that I have 270 GB of mailbox storage. And after 5 years (since 2014), I’ve only accumulated about 27 GB of email content or about 10% of total storage capacity. That is, until the In-Place Archive automatically kicks in and expands.
“Archiving in Office 365 (also called In-Place Archiving) provides users with additional mailbox storage space. After you turn on archive mailboxes, users can access and store messages in their archive mailboxes by using Microsoft Outlook and Outlook Web App. Users can also move or copy messages between their primary mailbox and their archive mailbox. They can also recover deleted items from the Recoverable Items folder in their archive mailbox by using the Recover Deleted Items tool.”
If we have communicated and agreed upon the best Office 365 services plan for you going forward and the option is available below, then please choose the respective PURCHASE button. Otherwise, a customized invoice will be sent to you as it’s considered appropriate for the given scope of services to be provided. If we haven’t spoken yet, then please either contact us by the form below, email, text, or schedulea free 15-30 minute meeting to initiate a preliminary plan.
Within the Outlook ribbon, there’s a big button that says Archive. If you select a message and click that button, the message will be sent to the Archive folder. This is a system folder and cannot be deleted, but it’s really just a folder under your primary Inbox, so this particular Archive still uses up your allotment of space on the mail server.
Depending on your Office 365 subscription plan, there are differing capacities for the primary mailbox. But all Office 365 plans that include Exchange Online (basic cloud-based email service) have another Archive location, which is essentially another mailbox, just tied to your own email account.
This other Archive location effectively doubles the size of your mailbox. For example, if you have Office 365 Business Premium, then you get 50 GB of storage space for your primary mailbox and 50 GB of storage space for your Online Archive or In-Place Archive – no one seems to agree on which is the most current or correct name. (In the Outlook for Mac email client, this online archive folder shows up as ‘Online Archive’. In Outlook for Windows, it shows up as ‘Online Archive – [email protected]’. In Outlook on the web, it shows up as ‘In-Place Archive – Your Name’.) Whatever you call it, its capacity is also 50 GB, however, it’s an ever-expanding capacity, automatically adjusting at 10 GB intervals, so it’s really an unlimited repository.
The way that you offload mail items to this ever-expanding online repository is by way of retention policies. You might have a policy that dictates all mail items under your Inbox older than 1 year will automatically be moved to the Online Archive. When all of these items arrive in the Online archive according to the policy, the sub-folder hierarchy reflects your primary Inbox and its folders. So if you have a folder called News under your Inbox, then a News folder will be created in the Online Archive along with the contents that are older than one year.
So similar to Inbox Rules, a Retention Policy is an automatic way to organize your email and take advantage of a vast storage space.
We’re very careful about choosing our affiliations. Only the highest quality vendors become part of our offerings.
A case in point would be AppRiver, our Microsoft licensing provider for Office 365 and associated services. AppRiver not only provides the software licensing, but they support the product with their award-winning ‘Phenomenal Care’ helpdesk solution, as well.
When you call into AppRiver, they answer within 3 rings and present themselves in a friendly, polite and clear manner.
This is your second line of support – your first call would be to our primary helpdesk line, but we can scale according to demand by leveraging AppRiver as an option.
Just about every software vendor in the SMB space has a cloud-based option. In some cases, the only option ever available was cloud, such as with Salesforce CRM and Clio legal practice management. But there are QuickBooks Online, Sage Business Cloud, Oracle Financials Cloud, Adobe Creative Cloud, Autodesk A360, Abacus Private Cloud, Amicus Online.. The list goes on naming programs that were formerly client-server models requiring a host server for the main application combined with client desktop software, all designed to interconnect within the confines of the office.
Microsoft was also among the list of on-premise, server-based systems. But in 2007, Microsoft began offering BPOS, a precursor to today’s Microsoft Online Services, which put Exchange email services and SharePoint document management into the cloud. After BPOS, Office 365 was born in 2011 and now serves over 120 million subscribed users per month. From personal experience, I shut down my on-premise Exchange/SharePoint server in 2008 and have never looked back.
Systems: This is the easy part. Subscribe to your cloud service of choice and then sign in. The engineers have designed the system and they continually make improvements (included upgrades).
- Now with so much importance placed upon the ability to connect to the Internet, many companies subscribe to a second ISP for failover.
- The old client-server system authenticated user identity through its Active Directory, a service found within the Windows Server operating system. But now that more users are logging in from afar, the new authentication system that can manage devices and users beyond the four walls is known as Azure Active Directory.
Processes: Probably the most important aspect of business processes is related to security. Password management and protection from malicious attacks are key to preserving the integrity of business operations.
- Microsoft has been doing a fine job with authentication by offering a variety of options, including Windows Hello, which is essentially face recognition that performs in an elegant fashion. In addition, there are other biometric systems, as well as Multi-Factor Authentication (MFA) using your mobile device as an authenticator.
- What used to be considered a mediocre antivirus product, Windows Defender has evolved to become an integral part of a collection of security tools all working as a holistic solution across Windows 10 and Office 365. Recent tests by outside parties have found Windows Defender to be 100% effective, especially when combined with other layers of security within the Microsoft ecosystem.
People: Here’s the hardest part because people generally do not like change. They’re afraid of the unknown and frustrated with what they don’t know. It is here that the business has the intrinsic responsibility to properly train its users.
- With training comes knowledge, and with knowledge comes confidence – confidence to lead others as a champion and confidence to represent the company in all affairs.
- Without training comes the danger of ignorance.
MICROSOFT OFFICE 365
MIGRATION. CONFIGURATION. TRAINING. SUPPORT. BACKUP. ADMINISTRATION.
Resolute IT is a Microsoft certified consulting firm with a focus on Office 365 cloud-computing — configuration, maintenance, cloud backup, helpdesk support, and training, as well as overall managed IT services.
A critical step to the cloud is the transfer or migration of your documents and email data (messages, calendars, and contacts) from your current file server and/or email server. If this isn’t already accomplished, then our migration services will ensure an accurate and complete transfer.
Ongoing helpdesk provides immediate access to our expertise, whether as an emergency response, scheduled training, or backend support, such as in the case of new accounts or password resets.
For businesses with five or more end-users, we offer customized IT managed services plans as a more proactive approach to keep your systems always available. HelpDesk included.
Certified by CompTIA in 1999 with their A+ exams and again by Microsoft in 2007 as a Small Business Specialist.
Tampa | St Petersburg | Clearwater | Sarasota | Bradenton | Remote Support
Microsoft Office 365 Tech Support & HelpDesk
(727) 203-6959 call | text
FREE OFFICE 365 ADOPTION & SUCCESS GUIDES
Ease and Assurance
Business continuity is a mutual objective – we are partners with a common goal: You want to remain operational and therefore profitable, while Resolute IT profits by avoiding unexpected and untimely workloads using proactive measures.
Above peace of mind, Resolute IT includes ongoing training and support with all support packages, enabling your workers while cultivating a competitive company advantage.
Included within these IT support packages is our cloud-to-cloud backup systems with lightening fast recovery of lost, damaged, deleted, or maliciously encrypted files.
PLAN and COMMUNICATE
It all starts with an earnest plan by assessing your assets, then accounts configuration, and then migration of data.
One way that our in-house support team provides ongoing training is by remote assistance within Microsoft Teams.
..might simply mean proactive monitoring and maintenance. But it might also include a greater variety of bundled services.
In the case of Resolute IT’s offerings, most all of these bundled services are cloud-based in nature. For instance, we place a software RMM agent that runs on your local machines, but it communicates with a cloud-based server to enable automated updating and collection of system-related data (not personal data).
With OneDrive and SharePoint within Office 365, every desktop machine synchronizes with the Microsoft Cloud (data centers), while a cached copy is normally synced on the local computer – files can be designated to be synced or not, depending on storage capacity or limitations.
And while your primary data store remains inherently backed up to the Microsoft cloud data centers, another cloud-based service provides redundancy and quick recovery with convenient cloud-to-cloud backup in the case of accidental file deletion, malicious data destruction, or ransomware attacks.
The most important word here is “customized”. No two companies are the same. We put together a unique package to meet your specific needs meeting your desired budget.
But especially as each situation is unique and deserves special attention, we generally aspire to avoid hourly rates for emergencies. We base our pricing and levels of service on proactive prevention. Compensation is part of an ongoing and mutual agreement that mandates predictable costs and predictable actions.
In general, we offer just one subscription plan that includes all services for approximately $150 per month per user.
Prior to an ongoing agreement, migration from your previous email vendor, as well as data migration from your on-premise server or cloud location, must be performed at an estimated flat fee of $200 per mailbox/user. And before that, your network’s health must be optimized, including failover internet service.
..includes remote-only support during specified business hours. Limits apply.
Offered to consumers and micro-businesses (less than 5 end-users).
Annual Fee: $250 per user
Biannual Fee: $150 per user
Microsoft Office 365 Consulting and HelpDesk
Tampa | St Petersburg | Clearwater | Sarasota | Bradenton | Largo | Remote
Please use the contact form below to submit any questions or requests about our remote or onsite services. Onsite requires four hours to be prepaid.
We normally respond within the hour, but certainly no later than 24 hours.
Also, see us at Office 365 Tech Guy.
Remote Help Desk Services per user per month < 5 users. 1 Hr Service Req’d.
Ongoing and proactive IT support. All-inclusive service per user + 5 devices. Remote + OnSite + Backup included.