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Best way to archive shared mailboxes

Anonymous
2024-11-06T22:21:14+00:00

I am asking a question that I know has been asked before but I did not see a reply.

We have a shared mailbox in our company which our project management team use for organising project emails into specific folders. At the end of the project, we would like to archive this specific project folder somewhere to basically de-clutter the mailbox and save mailbox space.

There are many different projects in the one mailbox so we need to be able to do this at the folder level.

We have been looking whether we can export the folder (and its structure) from Outlook to a SharePoint document library, but we can't see how this can work.

Has anybody else had a similar issue and have a viable solution?

thanks

Amanda

Outlook | Windows | Classic Outlook for Windows | For home

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Anonymous
2024-11-11T01:49:48+00:00

Dear Amanda Hore,

Good day to you and I hope you are doing well.

Sorry to disturb you. As we did not get a response, may I know if the above reply could clarify your issue, or could you please help confirm if we may help you with anything else? Please let us know if the provided information meets your requirements or resolves your issue, thanks.

Your understanding and patience will be appreciated.

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  1. Anonymous
    2024-11-07T00:01:29+00:00

    Dear Amanda,

    Good day!

    Thank you for posting to the Microsoft Community. We are glad to assist.

    Based on your post regarding "Best way to archive shared mailboxes". I understand how important it is to keep your mailbox organized and save space, To archive specific folders from a shared mailbox to a SharePoint document library, a few practical options could help retain the folder structure and clear mailbox space.

    1. **You can create Outlook rules:**to automatically move specific emails to designated folders. However, this method doesn't directly save emails to SharePoint but rather organizes them within Outlook. To transfer them to SharePoint, you'd still need to perform additional steps.

    • Open Outlook and go to the "Rules" section.
    • Create a new rule to move specific emails to a designated folder.
    • Manually move the emails from the Outlook folder to the SharePoint library.

    Email Filling Rules

    2. Export the Folder to a .pst File and Upload to SharePoint:

    • Using Outlook, export the specific project folder to a .pst file (File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst)).
    • You can then upload the .pst file to a SharePoint library, but note that .pst files can only be opened with Outlook. This method keeps a record but requires downloading the .pst to access its content.

    3. Manual Drag and Drop

    The most basic method involves manually dragging and dropping individual emails or folders from Outlook into a SharePoint library. While simple, this approach is inefficient and prone to human error.

    • Open Outlook and navigate to the desired email or folder.
    • Click and drag the email or folder to the desired SharePoint library.
    • Release the mouse button to drop the email or folder into the library.

    Drag and Drop Outlook Emails to OneDrive

    4. Use Power Automate (Flow) to Save Emails to SharePoint:

    • If you need emails in a searchable, accessible format in SharePoint, Power Automate can be set up to save emails from a specific shared mailbox folder to a designated SharePoint document library.
    • Each email can be saved as a .eml file (preserving attachments) or even converted to PDF if you prefer a document-friendly format. However, replicating folder structures may require some manual setup or tweaking.

    I hope the above information will be helpful. Please feel free to let me know if you have any other concern or if I get you wrong. Glad to assist you.

    We sincerely appreciate your patience and cooperation. Thanks for your precious time!

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