Microsoft 365 group Mailbox Full -How Backup and Delete emails to free up space?

openit

Hi there,

We are on O365 Business Basic.

Recently, all of the members from one O365 group started receiving Group Mailbox full email. I looked around, but don't find proper options/solutions for me. I'm not familiar with PowerShell to explore and do things.

Does deleting emails from O365 Group affect any of members Mailbox? I mean, if an email sent on a group, and all members received it, and when I delete the same email from Group Mailbox, does it delete from member Mailbox? Even if I Checked "Send copies of group conversations and events to group members"?
Before taking any actions on this Group, I would like to have a backup of the emails of this Group, can some direct me to any non-powershell option prefarbly? any tools? free or free trial to manage?
Mailbox full message already showing some 49.4 GB full, still receiving emails, I'm confused how different it is from the normal mailbox?
As I'm working with Microsoft engineer, the powershell command he tried is deleting only 10 emails at once. I'm looking to delete the oldest 1 or 2 years emails, which might be some 16000 emails, and hard to use this Powershell command of 10 emails deleting.

Appreciate your response!

Danp

#1 Fairly confident that they are independent, so you should be able to delete away without fear of affecting the group member's email

#2 Have you checked out this recent thread?

#4 Show us the command

dbeato

1- It only deletes the individual message they received.
2- The only tool is to do a E-discovery search for email sent to this Group and then exporting that to a PST.
3- Yes, 50 GB is the maximum storage for an Office 365 Business Basic and Standard
https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#mailbox-storage-limits
You might want to setup an archiving addon for that mailbox or bump the license to E3 so they get 100 GB of Mailbox storage and then archiving is included as well.
4- YOu can setup a retention policy that deletes all items that is 2 years old and then apply to the mailbox and force the Retention Policy to apply then it will take a day or so but it will run faster.
https://docs.microsoft.com/en-us/microsoft-365/compliance/set-up-an-archive-and-deletion-policy-for-mailboxes?view=o365-worldwide

https://docs.microsoft.com/en-us/powershell/module/exchange/start-managedfolderassistant?view=exchange-ps (To force the retention policy)

openit

@Danp said in Microsoft 365 group Mailbox Full -How Backup and Delete emails to free up space?:

#1 Fairly confident that they are independent, so you should be able to delete away without fear of affecting the group member's email

#2 Have you checked out this recent thread?

#4 Show us the command

Thanks for clarification about no impact on user mailbox. While it should be or I know, I just wanted to get verified.

Yeah, took the backup with eDiscovery tool, went very well.

Didn't noted down, I don't have it now, sorry.

openit

@dbeato said in Microsoft 365 group Mailbox Full -How Backup and Delete emails to free up space?:

1- It only deletes the individual message they received.
2- The only tool is to do a E-discovery search for email sent to this Group and then exporting that to a PST.
3- Yes, 50 GB is the maximum storage for an Office 365 Business Basic and Standard
https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#mailbox-storage-limits
You might want to setup an archiving addon for that mailbox or bump the license to E3 so they get 100 GB of Mailbox storage and then archiving is included as well.
4- YOu can setup a retention policy that deletes all items that is 2 years old and then apply to the mailbox and force the Retention Policy to apply then it will take a day or so but it will run faster.
https://docs.microsoft.com/en-us/microsoft-365/compliance/set-up-an-archive-and-deletion-policy-for-mailboxes?view=o365-worldwide

https://docs.microsoft.com/en-us/powershell/module/exchange/start-managedfolderassistant?view=exchange-ps (To force the retention policy)

Not sure if you misunderstood. I got confirmed that deleting any emails on Group Mailbox won't any member's mailbox items.
Yes, did it that way, went well.
Yeah, not an option for me now.
Seems nice and faster action, than PowerShell commands Microsoft guys running.

openit

Current status is, were able to some 2GB of emails by using Outlook on Web -> Groups -> filtered oldest emails.

Strangely, even there are many emails existings as per PowerShell result, in 2 years, but not fetching on Outlook on Web -> Groups.

Still working with support.

dbeato

@openit said in Microsoft 365 group Mailbox Full -How Backup and Delete emails to free up space?:

@dbeato said in Microsoft 365 group Mailbox Full -How Backup and Delete emails to free up space?:

1- It only deletes the individual message they received.
2- The only tool is to do a E-discovery search for email sent to this Group and then exporting that to a PST.
3- Yes, 50 GB is the maximum storage for an Office 365 Business Basic and Standard
https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#mailbox-storage-limits
You might want to setup an archiving addon for that mailbox or bump the license to E3 so they get 100 GB of Mailbox storage and then archiving is included as well.
4- YOu can setup a retention policy that deletes all items that is 2 years old and then apply to the mailbox and force the Retention Policy to apply then it will take a day or so but it will run faster.
https://docs.microsoft.com/en-us/microsoft-365/compliance/set-up-an-archive-and-deletion-policy-for-mailboxes?view=o365-worldwide

https://docs.microsoft.com/en-us/powershell/module/exchange/start-managedfolderassistant?view=exchange-ps (To force the retention policy)

Not sure if you misunderstood. I got confirmed that deleting any emails on Group Mailbox won't any member's mailbox items.

Yes, did it that way, went well.

Yeah, not an option for me now.

Seems nice and faster action, than PowerShell commands Microsoft guys running.

I wrote the answer 1 in a confusing way. The emails don't get deleted from each user mailbox that received it so no issue there.