How to Import PST to Archive Mailbox? Step-By-Step Guide

Having problems managing your PST file? Why not store it in an archive mailbox? So, here I am to help you in this situation. In this article, I will explain how to import PST to archive mailbox in Office 365. So, read the complete guide.

Know About PST File

Everybody knows that the PST file (Personal Storage Table) is an Outlook data file. This is used to store MS Outlook data items like emails, contacts, calendars, tasks, etc. Normally, this file is used to store your data locally. But, there can be some reason where saving them in local storage is not possible. Thus, moving them to the archive mailbox will be a great solution. But what exactly is the archive mailbox?

Usually, all the day-to-day data of your data is stored in the primary mailbox. This mailbox contains crucial data, less important data, old data, and new data. So, managing them is very difficult. For this reason, Microsoft offers an archive mailbox, a place where you can move your data from your primary mailbox to an additional mailbox, i.e., Archive Mailbox. The main purpose of this is to keep or hold your data for a longer period of time.

In this, you can move data that you don’t need right now, but in the future, you may require access to data. So, if you want to import PST to archive mailbox, check these methods that you can use.

Note: In-Place Archive Mailbox vs. Archive Folder

In-Place Archive Mailbox is an additional storage mailbox that appears alongside the primary mailbox. By enabling the In-Place Archive mailbox and setting up required retention policies, your email data automatically moves to the Archive mailbox. This helps you keep your regular mailbox clutter-free.

On the other hand Archive folder is a standard folder that appears within the mailbox, and is created by default. It is not a separate mailbox, but a virtual folder used to organize the data within the same mailbox. Offering a logical separation using folder structure.

Prerequisites for Importing PST to Archive Mailbox

Before going through the steps to move your file to the archive mailbox. Make sure of the certain permissions you must fulfil.

• Enable the Archive Mailbox. Ensure that your archive mailbox is activated for the user account. So that they can easily import the PST file.
• Prepare your PST file; it must be stored in a location that you can easily access during the procedure.
• In one of the methods, you need an Outlook application. So, install the latest version on your device.
• Ensure that you have the required administrative permissions and roles to access and modify the archive mailbox.

After that, I am going to share with you all the possible ways to import PST to Archive mailbox.

Import PST File in Archive Mailbox Using Microsoft 365 Import Service

The first method is the Microsoft 365 import service provided by Microsoft. This service allows organizations to easily and directly import their PST files into their primary or archive mailboxes. Here, I am going to use Microsoft 365 Compliance Center, where you can import bulk PST files. Below are the proper steps for this.

1. First of all, Sign in to your Microsoft 365 Compliance Center.
2. After logging in, expand the Solutions from the left panel. Click on the Information Governance, then the Import button.
3. Press the + New Import Job option and provide a name for the job.
4. Choose to upload PST files over the network.
5. Download the AzCopy tool and use this Azcopy to upload your PST files to Microsoft’s temporary Azure storage location.
6. Now, create a CSV mapping file to guide Office 365 on which mailbox each PST should be imported into.
7. Here, add Workload, FilePath (location of PST file in Azure), user’s mailbox, IsArchive (True if you want to archive this mailbox or False)
8. After giving the details, upload the CSV file to the Import tool.
9. Once Microsoft 365 validates your mapping file. Click on the Ready to Import option.
10. Check your settings and click the Import Data button.

Now, your PST file will import the archive mailbox according to the mapping file. So, wait till it is done. The above method can work in moving your file if it is smaller in size. If you have a large PST file, then it would be easy to use the next method.

Upload PST to Archive Mailbox with Outlook

Other than the Microsoft 365 import service, Outlook can also help you import PST file to Archive mailbox, but only for one user. Here are the steps that you must follow.

1. In the MS Outlook application, go to the File option.
2. Click on the Open & Export button and then the Import/Export option.
3. Select Import from another program or file. Hit the Next button.
4. Now, browse your PST file from your local storage.
5. In the next window, select the checkbox Include subfolders and import items into the same folder.
6. Lastly, click on Online Archive [your email address]. Press the Finish button.

Now, Outlook moves the PST file into the Archive mailbox. These methods can be followed by non-technical users. But in the next method, you must know the PowerShell tool to import your PST file.

Import PST to Archive Mailbox using PowerShell

In this method, I am going to use the New-MailboxImportRequest to upload PST file to archive mailbox. Here, you must have an on-premise Exchange Server 2010 SP1 and later versions. The PST file must be in your network shared folder. Ensure you have full control over the Exchange Trusted Subsystem, and the administrator account must have the Mailbox Import Export role. After that, follow the commands below.

1. First of all, you have to grant the necessary permissions: Add-MailboxPermission -Identity "Exchange Trusted Subsystem" -User "NT AUTHORITY\SYSTEM" -AccessRights FullAccess.
2. Now, open the Exchange Management Shell and use this command: New-MailboxImportRequest -Mailbox "<User's email address>" -FilePath "\\\\pstfile.pst" -IsArchive.
3. Track the process by using this command: Get-MailboxImportRequest -Mailbox "<User's email address>" | Get-MailboxImportRequestStatistics.

So, here are the solutions to open PST file in O365 Archive Mailbox. If you don’t have MS Outlook and you may be having trouble using network and drive shipping methods. Then, we have another solution that you can easily use and securely import your files.

How to Import PST to Archive Mailbox by Professional Method

Manual methods can be a challenge for some people, especially those who don’t have any technical knowledge. For this reason, a professional tool is great. SysTools Office 365 Import Tool is an excellent choice to import your PST file. This specialized tool is very simple to use, and users do not have any issues importing the file. Because of its simple interface. Follow the steps below to import your file.

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Steps to Import PST to Archive Mailbox

1. Download and install the software on your computer. Also, activate the software by clicking using the activation key.
2. After you are done activating the software. Now, click on the Outlook option from the Source section. From the destination tab, choose the MS365 Archive button.
3. Choose the email option and set the date range if you want to export selected emails. Press the Next button to import PST to archive mailbox.
4. Now, you are going to upload a PST file to your tool by browsing through your hard drive.
5. Click on the Validate button to make sure the PST has the correct permissions. Hit the Next button.
6. Enter the correct email address and application ID. Also, validate the account details.
7. Now, choose which user account you want to import PST files into archive mailboxes. Click on Fetch users if you already have the list of user accounts on your computer.
8. If not, first, click on the Download Template option. Add your source users, then Import Users.
9. Make sure that you also validate your user account. Then, lastly, hit the Start Import button.

When the software has completely uploaded your files. Go to your account and see if your data file is in the Archive mailbox or not. So, here are the methods to easily import PST to archive mailbox.

Concluding Words

Moving a PST file into the archive mailbox is a great way to not only save space on your local storage. But also, securely store your data in the future. That’s why, in this article, I have explained four possible methods to import PST to archive mailboxes. If you have the required permissions, you can easily use Outlook. But, if you don’t have one, then the two manual methods: Drive shipping and Network Upload, can also help you to store your data.

But, the easiest way to import your file is with the professional tool because of how effortlessly it imports the file in just a few minutes without any technical expertise.

Frequently Asked Questions

Q. How to move emails to the archive mailbox?
Ans. To move your emails to the archive mailbox. You need to first enable the Archive mailbox from the Microsoft 365 Compliance Center. Then, use the archive option or archive policy to move older emails.

Q. How to archive emails in Outlook 365 on Mac?
Ans. In the Mac Outlook 365, choose the email you want to archive. Click on the Message, then the Archive button.

Q. What happens to archived emails in Office 365?
Ans. When you move your emails from the primary mailbox to the archive mailbox. You will get extra storage space to save new items in it. Archived emails are safe, searched, and not deleted unless you apply retention policies.

Read Also:

• • How to Migrate Outlook Emails to Office 365?
  • How to Import PST Calendar to Office 365?