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How to Deal with Large Mailboxes in Office 365

Does your organisation have to deal with excessively large mailboxes? Do you have power users that receive so many emails that they are unable to use their outlook application and must resort to using their outlook webmail instead?

Does your organisation have to deal with excessively large mailboxes in Office 365? Do you have power users that receive so many emails that they are unable to use their outlook application and must resort to using their outlook webmail instead?

Have you wasted time talking to a user until you are blue in the face but they don’t hear you? Have you tried to give them better systems for the storage of files and shared items so they will stop using the mailbox as storage but still no luck.

I am sure your IT department has tried many fixes such as

– Enabling an Auto Archiving policy
– Reducing the Cache to 2 Months
– Had users Archive or Delete Older emails

Even with the above steps completed you are still continuously experiencing issues as your users are receiving more emails than the Auto Archiving policy can keep up with. Some may have even already maxed out their Online Archive space! And by allowing end-users to archive or delete their own emails you are putting your organisation at risk of non-compliance with data regulations such as GDPR, CCPA, and FOIA for example.

Read on if you are interested in hearing from those who have had to deal with a similar issue and how they got through this and how they used third-party tools that saved not only time and storage space but also money.

Large Mailbox Problems:

How MailMeter can help?

Email volumes will continue to increase & attachments will continue to get bigger.

Data growth can be controlled through automated archiving.

Users will reach their new storage limits in O365 & will request more storage.

You can lower your storage usage costs in O365, as our customers apply a strict retention policy on O365 (1, 2 or 3 Year Policy) and use MailMeter as their secure GDPR archive; as MailMeter captures emails in real-time before compressing, deduplicating, digitally stamping, and encrypting to a secure archive for compliance purposes.

Finding emails for end-users will become problematic due to the large volume & complexity of O365.
This will result in time wastage for employees and increased calls to the IT Helpdesk.

Users can quickly & easily securely search their own archive for any email they ever sent or received.

For a DPO or designated user, conducting searches across the entire mail store for FOI, DSAR, eDiscovery will be difficult & time-consuming.

DPO will have the ability to search across the entire mail store (all emails) for FOI/eDiscovery & early case risk assessment. The search interface is like Outlook & you can search by; keyword, date, user, phrase, Boolean, content, attachment searches.

Storage costs will increase in O365.

MailMeter will ensure you lower your storage costs in O365 & you can use MailMeter for your core GDPR tamper-proof archive.

The organisation is more exposed to a data breach – more data more risk.

GDPR requires Organisations to justify what data they keep and why and for what period. MailMeter ensures Organisations can enforce what they have outlined in their Privacy Statement about Retention, without any end-user involvement.

Cyber Insurance costs will increase as no processes or controls in place to proactively manage data.

With MailMeter you can demonstrate you are making informed decisions about your data i.e., it is being proactively managed.

Non-compliant with GDPR (Storage Limitation) – retain data for a justifiable period. The DPC does not consider the argument “we might need it” as a valid reason to retain data indefinitely.

MailMeter can help with data minimisation against your O365 tenant by implementing retention policies and securing in MailMeter before implementing a full retention policy. Also, policies for monitoring, managing, retention, filtering and eDiscovery run automatically. This reduces management time and costs. All our solutions are policy-based, set your criteria for age, keyword, department, or user.

Non-compliant with your Privacy Policy

MailMeter will help you to enforce your Privacy Policy by setting up policies such as Retention.

Leavers, Legacy or Redundant Mailboxes; how will these be dealt with?

Ingest data into the archive & mailbox can be deleted. All email is captured historically and in real-time, giving you peace of mind and access to all the data. Delete unwanted mailboxes.

O365 license costs will increase.

No need to upgrade to higher O365 Plans or pay for additional Advanced Compliance Modules – MailMeter will provide full compliance & eDiscovery for a fraction of the cost. Also, MailMeter provides full eDiscovery regardless of the O365 license.

The MailMeter Solution for Dealing with Large Mailboxes in Office 365

In summary, using a third-party archiving solution such as MailMeter to deal with Large Mailboxes in Office 365 can give your end-user easy access to all their previous mail from any time. Stop spending time and effort managing email because of quota limitations.

Users don’t have time to categorise, delete and decide what to keep. Relying on end-users to archive and delete data can leave your company at risk of non-compliance. The decision on which emails to archive and which to delete should not end up in the hands of all employees. This is for many reasons, why an email gets deleted that should have been saved, internal disputes, someone covering their tracks, an email deleted in error, loss in productivity as users are wasting too much time making judgement calls on each email. Read here for more information on Proactive and reactive archiving.

With MailMeter users can have a bottomless mailbox and never be stopped from sending an email due to hitting a limit, and organisations can be safe in the knowledge that the archiving policy decision making has occurred at a corporate level or at least by a dedicated administrator with that responsibility.

Trusted by many brands across multiple industries, our MailMeter solution works seamlessly with Office 365 and Exchange. Our experts are ready to talk to you one on one to suggest archival best practices, to help you manage email storage and discovery better, learn how to make use of all the archived business email for business intelligence and stay ready for regulation compliance. 

Thinking of Migrating to Office 365.

For those reading this that are thinking about migrating to Office 365, One of the more common areas of inquiry from organizations planning their Office 365 migration approach concerns large mailboxes and how they should be converted. These worries typically arise in the form of the following two questions:

  1. How do we clean up historical data within users’ mailboxes during data migration and encourage more effective email management practices within the new environment?
  2. How can we make certain that all important data, including large attachments in each mailbox, is well-preserved during the migration?

MailMeter Cloud can provide a safety blanket: A copy of all data is extracted into MailMeter prior to migration, giving users access to historical mail during the migration process and as a fallback if things go wrong or are delayed. Here are just some of the ways we can help with a migration-

  • End User retrieval: end users can search and retrieve any of their own historic emails even if they have been deleted. 
  • Access to data if any issues with access to cloud. 
  • Ability to move away from Office 365™ if required in the future. 
  • Regulatory compliance and policy enforcement. 
  • Archives multiple email platforms in a single, searchable repository on site.

Talk to us today before migrating.

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