MC1191923 – Microsoft Purview | Data lifecycle management – Auto archive for Exchange Online

Product:

Exchange, Purview, Purview Communication Compliance, Purview compliance portal

Platform:

Online, Web, World tenant

Status:

In development

Change type:

New feature, Admin impact

Links:

515172

Details:

Summary:
Auto Archiving for Exchange Online automatically moves oldest mailbox items to archive when usage exceeds 96%, preventing mail flow disruption. Enabled by default, it applies to mailboxes with archives, respects "Never Move to Archive" tags, and allows admin adjustments or disabling. Rollout starts January 2026.

Details:
[Introduction]
We're introducing Auto Archiving for Exchange Online to help prevent mail flow disruptions caused by mailboxes reaching their storage quota. This update ensures real-time mailbox health monitoring by automatically moving the oldest items to the archive when mailbox usage exceeds 96% of its quota. This feature addresses customer feedback for proactive mailbox space management and helps maintain business continuity.
[When this will happen:]
Public Preview: Rollout began in mid-November 2025 and is expected to complete early December 2025
Worldwide rollout: Rollout begins in early January 2026 and is expected to complete late January 2026

Change Category:
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Scope:
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Release Phase:
General Availability, Preview

Created:
2025-12-04

updated:
2025-12-04

Public Preview Start Date

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Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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linked item details

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summary for non-techies**

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Direct effects for Operations**

Mail Flow Disruption
If auto-archiving is not properly communicated or configured, users may experience delays in accessing older emails, leading to potential disruptions in communication.
   - roles: End Users, Helpdesk Staff
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

User Confusion
Users may be unaware of the auto-archiving feature, leading to confusion about where their emails have gone, especially if they are not familiar with the archiving process.
   - roles: End Users, IT Support
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Increased Support Tickets
Without preparation and communication, the introduction of auto-archiving may lead to an increase in support tickets as users seek help regarding missing emails or changes in mailbox behavior.
   - roles: Helpdesk Staff, IT Support
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Compliance Risks
If auto-archiving is not properly managed, there may be risks related to compliance, especially if important emails are archived without proper oversight or if users are not aware of the archiving rules.
   - roles: Compliance Officers, IT Administrators
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Storage Management Issues
If the auto-archiving feature is not configured correctly, it may lead to unexpected storage issues, either by not archiving when it should or archiving too aggressively, impacting user access to necessary emails.
   - roles: IT Administrators, End Users
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Configutation Options**

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Opportunities**

Improved Mailbox Management
Implementing auto-archiving will streamline mailbox management by reducing the manual effort required to monitor and manage mailbox sizes. This will help in maintaining optimal performance and reducing the risk of disruptions due to quota limits.
   - next-steps: Educate IT staff on the new feature, set internal policies for mailbox management, and ensure communication with users about the auto-archiving process.
   - roles: IT Administrators, Compliance Officers, Helpdesk Staff
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Enhanced User Experience
By automatically archiving older emails, users will experience improved mailbox performance and faster access to current emails. This feature addresses user concerns about slow mailboxes due to high storage utilization.
   - next-steps: Gather user feedback on mailbox performance pre- and post-implementation of auto-archiving to assess impact and make adjustments as necessary.
   - roles: End Users, IT Support Staff, Business Analysts
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Compliance and Data Retention Improvements
The auto-archiving feature ensures that older emails are moved to the archive, helping organizations maintain compliance with data retention policies and reducing the risk of data loss due to full mailboxes.
   - next-steps: Review existing data retention policies to align them with the auto-archiving feature and conduct training sessions for compliance teams on how to leverage this feature effectively.
   - roles: Compliance Officers, Data Protection Officers, Legal Teams
   - references: https://learn.microsoft.com/exchange/security-and-compliance/messaging-records-management/auto-archiving

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

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