Several users in our organization have mailboxes sitting around 85–95% full. A couple have licenses that allow mailboxes up to 150 GB, while others appear to be approaching the usual 100 GB mailbox limit. We also have online archiving enabled, but some users were excluded from the retention and archiving policies so their archives could expand properly. Because we operate in a highly regulated industry, certain messages may need to be retained for up to 15 years.
The situation is complicated by Microsoft's sometimes lengthy policy and archive-processing delays. I'm considering exporting or archiving data in yearly batches, deleting large messages or attachments in bulk, and then re-enabling retention and archiving after consulting with legal. Is that a sensible approach, or are there safer ways to relieve mailbox pressure while preserving required records?
4 Answers
First separate the cloud mailbox problem from the Outlook client problem. Exchange Online mailbox limits and the local OST limit are different things. A mailbox may support 100 or 150 GB, while Outlook’s locally cached OST can become problematic well before that. Increasing the OST limit through the registry usually just creates a larger, harder-to-manage file. For users who do not need offline access, disabling cached mode—or using the newer Outlook client where appropriate—can avoid the local-file issue.
For immediate relief, identify the actual sources of growth first—large attachments, sent items, calendar data, and automated notifications. Remove or relocate content only under an approved retention policy. Deleting every message containing words like “unsubscribe” may reduce usage for some users, but it is a risky blanket rule because messages can still be business records or part of a required conversation.
Use retention and archive policies rather than manually exporting mail to PST or deleting messages. Confirm the users’ licenses, archive quotas, retention labels, and whether auto-expanding archives are actually enabled. After changing policy assignments, run the Managed Folder Assistant with PowerShell to prompt processing, but allow for propagation and processing delays. Document the changes and have legal or compliance approve any retention-period adjustments before moving or deleting anything.
If an online archive still cannot keep up, evaluate a proper Microsoft 365-compatible compliance or third-party archive platform rather than building an informal PST or file-server archive. Older mail can remain searchable or be restored when needed, while the primary mailbox stays manageable. An on-premises archive can work, but it brings its own database, connector, upgrade, backup, and migration responsibilities.
Be careful not to treat an archive as a backup. If the organization must retain records for 15 years, verify that the retention configuration prevents users or administrators from permanently deleting protected content and that the archive meets the relevant compliance requirements.