Mailbox running out: do I need an Archive license?
By default you get 50 or 100 GB mailbox depending on the plan. Above that, a separate Archive license is the usual answer.
Try this first
- 1Check current size: outlook.office.com > Settings > General > Storage.
- 2Under the cap: cleanup often helps more than license expansion. Delete 'Sent items' older than two years as a test.
- 3Near the cap: an Exchange Online Archiving license adds a second 100 GB mailbox accessible from Outlook.
- 4Configure a retention policy so old mail moves to the archive mailbox automatically, without user effort.
- 5Pricing rarely stays current; check via admin > Billing.
When to bring us in
Under statutory retention (financial, legal) an archive license alone is not always enough. Ask for advice on a formal archive solution.
See also
- New hire has an account but cannot reach Outlook or TeamsAn M365 account without a license is an empty shell. Assigning takes a few clicks, but picking the right plan pays off long-term.
- Employee left, but their email must be retainedPulling the license straight away starts a 30-day timer on the mailbox. The right route keeps access to the mail without paying for the license.
- We pay for licenses nobody usesBetween leavers, duplicate plans, and test accounts there is often 10-20% wasted license spend. A usage report exposes it fast.
None of the above fits?
Describe your situation below. We pass your input plus the steps you already saw to our AI and return tailored next-step advice. If it's too risky to DIY, we'll say so.
Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.