Understanding the Significance of Microsoft Office 365 Archiving Plans

 Understanding the Significance of Microsoft Office 365 Archiving Plans

Understanding the need for archiving plans by exploring the storage options and limitations for Microsoft Office 365 platforms

Due in part to the pandemic, Microsoft Office 365 has seen a boom in usage, allowing organizations of all sizes to store vast amounts of data in the cloud. However, just like anything else, storage has a limit; therefore, it's critical to grasp Microsoft Office 365's storage limitations.

Unfortunately, Microsoft Office 365 storage limitations are not as simple as they appear. It changes significantly from one subscription level to the next, as do the data type limits. For example, Exchange Online has a capacity restriction for user mailboxes and a separate size limit for resource mailboxes.

Exchange Online

Organizations should pay careful attention to the Exchange Online mailbox limits since mailboxes are where most data is kept. For example, on the Office 365 Enterprise E1 package, user mailboxes are limited to 50 GB. The limit is increased to 100 GB if you have an Enterprise E3 or E5 subscription.

Those on the Enterprise plan also receive archive mailboxes for each user. On the Enterprise E1 plan, archive mailboxes are restricted to 50 GB, and the archive mailbox sizes are unlimited on the Enterprise E3 and E5 plans. On the other hand, Enterprise E3 and E5 mailboxes start with only 100 GB of archive mailbox space. If the firm permits automatic growth, the archive mailboxes will grow to accommodate as much archive data as is needed.

SharePoint Online

Microsoft Office 365 storage capacity restrictions also apply to SharePoint Online. On the other hand, SharePoint's shortcomings are more evident than Exchange Online's. In reality, SharePoint storage limits apply to all Enterprise E1, E3, and E5 plans, as well as SharePoint Plans 1 and 2.

Depending on the membership level, the amount of storage space accessible in Microsoft Office 365 varies substantially. Although there are site limitations, the SharePoint solution as a whole has a limit. SharePoint Online can hold up to 2 million sites or site groupings (not including OneDrive). Each of these sites or site collections may hold up to 25 TB of data. Although a site may have a storage capacity of 25 TB, this does not mean that all users have the same amount of storage.

As part of the SharePoint file management subscription choices, all of the organization's sites must share 1 TB of storage space. On the other hand, Microsoft adds 10 GB of space to each user that a business licenses. Consequently, a company with 1,000 users will get an additional 10,000 GB (or 10 TB) of storage in addition to the 1 TB. Users may also buy extra storage if they need it.

OneDrive

1 TB of OneDrive storage is available to users with Enterprise subscription tiers. This limit can be increased to 5 TB if a firm has at least five licensed users and a suitable plan.

To conclude, practically all Microsoft Office 365 applications have storage limitations and should be utilized with caution. However, some of them have already turned into a corporate dumping ground, with tens of thousands of redundant, obsolete, and trivial (ROT) files taking up valuable storage space, money, and resources. As a result, to avoid a disaster, businesses are turning to Microsoft Office 365 email archiving, Microsoft Teams archiving, SharePoint Archive, and other solutions. 

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