Question:

How can I activate the online archive feature for multiple or all users at once?

Answer:

The online archive feature is a useful option that allows you to store older and less frequently accessed emails in a separate mailbox, freeing up space and improving performance in your primary mailbox. You can access your online archive from any device, as long as you have an internet connection and a compatible email client.

Activating the online archive feature for multiple or all users at once can be done in different ways, depending on the email service provider and the administration tools that you have. In this article, we will focus on two common scenarios: using Microsoft Exchange Online and using Google Workspace.

Using Microsoft Exchange Online

If you are using Microsoft Exchange Online as your email service provider, you can enable the online archive feature for multiple or all users at once by using the Exchange admin center (EAC) or the Exchange Online PowerShell.

Using the EAC, you can follow these steps:

• Sign in to the EAC with an account that has the necessary permissions.
• Navigate to Recipients > Mailboxes.
• Select the users that you want to enable the online archive feature for. You can use the search box, the filters, or the checkboxes to select multiple users at once.
• Click More options (…) and then click Enable archive.
• Confirm your action by clicking Yes.

Using the Exchange Online PowerShell, you can use the `Enable-Mailbox` cmdlet with the `-Archive` parameter to enable the online archive feature for multiple or all users at once. For example, you can use the following command to enable the online archive feature for all users in your organization:

“`powershell

Get-Mailbox -ResultSize Unlimited | Enable-Mailbox -Archive

“`

For more information and examples, you can refer to the [official documentation](https://docs.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-user-mailboxes/enable-or-disable-archive-mailboxes#use-the-exchange-online-powershell-to-enable-or-disable-archive-mailboxes).

Using Google Workspace

If you are using Google Workspace as your email service provider, you can enable the online archive feature for multiple or all users at once by using the Google Admin console or the Google Workspace Admin SDK.

Using the Google Admin console, you can follow these steps:

• Sign in to the Google Admin console with an account that has the necessary permissions.
• Navigate to Apps > Google Workspace > Gmail > Advanced settings.
• Scroll down to the Email retention section and click Configure next to Default routing.
• Click Add setting.
• Under Envelope recipient, select Pattern match and enter the email addresses or domains of the users that you want to enable the online archive feature for. You can use wildcards (*) to match multiple users at once. For example, you can enter `*@example.com` to match all users in your domain.
• Under Spam, select Modify message.
• Check the box next to Change route and click Add more recipients.
• Enter the email address of the online archive mailbox that you want to use. You can create a separate online archive mailbox for each user or use a shared one for all users.
• Click Save.

Using the Google Workspace Admin SDK, you can use the `EmailSettings` API to enable the online archive feature for multiple or all users at once. For example, you can use the following Python code to enable the online archive feature for all users in your domain:

“`python

from googleapiclient.discovery import build

from oauth2client.service_account import ServiceAccountCredentials

Replace with your own values

SCOPES = [‘https://www.googleapis.com/auth/gmail.settings.sharing’]

SERVICE_ACCOUNT_FILE = ‘service-account.json’

DELEGATE = ‘[email protected]’

ARCHIVE_ADDRESS = ‘[email protected]’

DOMAIN = ‘example.com’

credentials = ServiceAccountCredentials.from_json_keyfile_name(

SERVICE_ACCOUNT_FILE, scopes=SCOPES)

delegated_credentials = credentials.create_delegated(DELEGATE)

service = build(‘gmail’, ‘v1’, credentials=delegated_credentials)

users = service.users().list(domain=DOMAIN).execute()

for user in users[‘users’]:

user_id = user[‘primaryEmail’] service.users().settings().delegates().create( userId=user_id, body={‘delegateEmail’: ARCHIVE_ADDRESS}).execute() “`

For more information and examples, you can refer to the [official documentation](https://developers.google.com/admin-sdk/email-settings).

Conclusion

In

this article, we have seen how to activate the online archive feature for multiple or all users at once, using two common email service providers: Microsoft Exchange Online and Google Workspace. We have also learned how to use different administration tools, such as the EAC, the Exchange Online PowerShell, the Google Admin console, and the Google Workspace Admin SDK, to perform this task. By enabling the online archive feature, you can improve the efficiency and performance of your email system, while also preserving your important emails for future reference.