How to Increase Microsoft 365 Mailbox Storage and Use Online Archive
Question details
The user needs to understand Microsoft 365 mailbox limits and learn how to increase storage capacity by using the online archive or upgrading their license.
- Product
- Microsoft 365 / Outlook
- Device & OS
- macOS
- Scenario
- The primary mailbox is nearing or has reached its 50 GB capacity limit, preventing the user from sending or receiving new messages.
- Observed behavior
- The mailbox is full, and moving emails to the local Archive folder does not free up server storage space as expected.
Verify your current Microsoft 365 subscription plan to determine if your primary mailbox limit is currently capped at 50 GB (Business Standard) or 100 GB (Enterprise/Plan 2).
Enable and Use the Online Archive Mailbox
Moving emails to the Online Archive frees up space in your primary mailbox while keeping older messages accessible in Outlook and Outlook on the web.
The local 'Archive' folder in Outlook is still stored within your primary mailbox and does not increase your overall server capacity. To actually free up space, you must use the 'Online Archive' (In-Place Archive), which provides additional, separate cloud storage.
If you are an administrator, go to the Microsoft Purview compliance portal, navigate to 'Data lifecycle management', select 'Archive', and enable the archive mailbox for the affected user account.
Restart your Outlook for Mac or open Outlook on the web. Look for a new folder in your left navigation pane named 'Online Archive - [Your Name]'.
Select the older, large emails or folders from your primary inbox, and simply drag and drop them into the Online Archive folder to free up your primary 50 GB storage.
Upgrade Your Microsoft 365 License
If you need more than 50 GB in your primary mailbox, upgrading your plan will instantly increase your primary storage limit to 100 GB.
Manage Downloaded Email Attachments Easily with WPS Office
If you are backing up emails and downloading large document attachments to free up your Microsoft 365 mailbox, WPS Office is the perfect tool for viewing and editing them. It provides a free, lightweight suite that handles Word, Excel, and PowerPoint files flawlessly, serving as an excellent Office alternative.
- 1. Download the Installer: Visit the official WPS Office website and download the free installation package for your Mac or Windows computer.
- 2. Install the Software: Run the downloaded file and follow the on-screen prompts to complete the installation in seconds.
- 3. Open Your Attachments: Right-click any downloaded Word, Excel, or PowerPoint email attachment and choose 'Open with WPS Office' to start editing.
Frequently Asked Questions
Does moving emails to the Archive folder in Outlook save server space?
No, the default 'Archive' folder located in your main Outlook folder list counts toward your primary 50 GB mailbox limit. To save space, you must move items to the 'Online Archive' or 'In-Place Archive', which utilizes separate cloud storage.
What is the primary mailbox limit for Microsoft 365 Business Standard?
The primary mailbox limit for Microsoft 365 Business Basic and Business Standard accounts is 50 GB. To get a 100 GB primary mailbox, you need an Enterprise plan (like E3/E5) or Exchange Online Plan 2.
Why can't I see the Online Archive in my Outlook for Mac?
If the Online Archive is not visible, your Microsoft 365 administrator may not have enabled it for your account yet. Additionally, ensure you are running the latest version of Outlook for Mac, as older versions may not support the feature.
Can I automatically move old emails to the Online Archive?
Yes, once the Online Archive is enabled, administrators can set up Retention Policies in the Exchange Admin Center to automatically move emails older than a specific timeframe (e.g., 1 or 2 years) to the archive.
