I'm dealing with a situation where multiple high-level executives, including the CEO and VP, are flooding me with complaints about their mailboxes being full. We've already expanded their storage through Exchange Online Plan 2 and set up In-Place Archiving, but it's still not cutting it. They don't want to hear my standard advice about deleting old emails or checking the Sent folder. Now they're demanding a proactive solution from me, and honestly, it's stressing me out. Has anyone else faced this issue? I'm wondering if there's something I'm overlooking that could help alleviate their problems?
6 Answers
You might want to remind them that anything in their mailbox can be discovered in legal situations. Implementing strict retention policies to delete emails older than a certain period might resonate with them. It'll encourage quicker cleanup too!
Consider auto-archiving settings. You can shorten the auto-archive period to ensure junk gets archived sooner, not later. But remember, even archived emails take up space if they're just sitting there!
Check your retention policy. With Exchange Online Plan 2, every user gets a 100 GB mailbox and 1.5 TB in the In-Place Archive. If it’s a compliance issue, present management with the costs associated with 'unlimited storage' versus implementing proper email usage policies. Policies are key!
At my firm, we enable auto archiving which keeps the inbox manageable. Perhaps a similar approach could work for your executives!
Retention policies can save the day! Setting a policy that deletes emails older than seven years can clear a lot of space. Plus, let them know that keeping everything in a Deleted folder isn’t a backup. That only inflates their mailbox size.
That's true! It’s also good for compliance; you never know when those old emails might resurface.
But isn’t archiving supposed to do that? What about people who save stuff for years?
Using Power BI could help you track mailbox sizes and email usage patterns. You could set up retention policies based on the insights you gather. But honestly, simple stats are often available via Exchange Online Powershell without needing advanced tools!
Right? So even with auto-archive, they need to actively manage their folders.