Exchange Server provides an option (In-Place Archive or Online Archive) to archive old emails to optimize data storage and improve operational efficiency. This archive mailbox is independent of the primary mailbox and is displayed in the user’s Outlook application or Outlook on the web (OWA) separately. 

Sometimes, due to various reasons, you need to move back the archived emails to primary mailbox in Exchange Server. This article explained different methods to move archived emails back to the primary mailbox in Exchange Server. 

When would you Need to Move Archived Emails to Primary Mailbox?

Here are some scenarios where you would need to move archived emails to the primary mailbox:

• Decommissioning Exchange Server and shifting to a single mailbox environment in Microsoft 365.
• Regain access to archived emails, especially when users having difficulty accessing their archive mailboxes.
• Policy changes that eliminate the use of archive mailboxes.
• Some emails are mistakenly moved into the archive mailbox.

Steps to Follow before Moving Emails from Archive to Primary Mailbox

Before moving the archived emails to primary mailbox, careful planning is crucial. Follow these preparatory steps:

Step 1. Check the Available Mailbox Limit

Check if the primary mailbox on the Exchange Server has enough storage space to accommodate the archived emails. If not, consider increasing the mailbox quota. In Exchange Server, the limit depends on the database size and policies.

Step 2. Review Retention Policies

Moving archived items may impact the retention or deletion policies of the primary mailbox. Review and change the retention policies, if needed. You may need to change the following:

• Retention tags applied to the primary mailbox.
• Litigation hold or eDiscovery settings.
• Auto-archive and journaling policies.

Methods to Move Archived Emails to Primary Mailbox

Let us now see the different methods you can use to move archived emails to primary mailbox.

Method 1: Using Outlook Client 

When you want to move a small number of emails from the archive to primary mailbox, you can do so from Outlook. For this, you can simply select the emails in the archive folder and move them to Inbox (primary mailbox). Here are the steps:

1. Run Outlook and open the archive folder to view the archived emails.

2. Select the email you want to move. If you want to select multiple emails, select one email, press the Shift key and keep pressing the down arrow to select the other emails. However, if you want to select all the emails, press CTRL + A keys. 

3. Now, you can simply drag the emails and drop them in the Inbox folder or right-click on the selection and then select Move > Inbox. 

4. The selected emails will be moved to the Inbox folder (primary mailbox).

Note: If you’re using OWA, then the process of moving the emails from archive folder to Inbox is similar. The only difference is that you can select multiple emails in OWA by checking the checkbox next to the email.

Method 2: Using PowerShell Cmdlets

If you want to move a large number of emails, then you can use PowerShell cmdlets in the Exchange Management Shell (EMS) to export emails from the archive mailbox to a PST file and then import the PST file into the primary mailbox.  

To export the archive mailbox data to PST file, you can use the New-MailboxExportRequest cmdlet as given below: 

New-MailboxExportRequest -Mailbox “username” -IsArchive -FilePath \\SERVER\PSTs\user_archive.pst

To import the PST file into the primary mailbox, you can use the New-MailboxImportRequest cmdlet as given below:

New-MailboxImportRequest -Mailbox “username” -FilePath \\SERVER\PSTs\user_archive.pst

Drawbacks of Above Methods

The above-mentioned methods have a few drawbacks, such as:

• Outlook is suitable for moving a few archived emails. 
• Trying to export large data to PST file using PowerShell cmdlets may overload the server and causes issues.
• PowerShell cmdlets can be complex to use and requires technical proficiency. 

Method 3: Use an EDB to PST Converter Software 

To overcome the drawbacks of manual methods, you can use a third-party EDB to PST converter software, such as Stellar Converter for EDB. This software can export the user mailboxes, archives, and other items from the Exchange database (EDB) file directly to a live Exchange Server database while ensuring data integrity and security throughout the process. It can also export the mailboxes and other items to PST and various other file formats. The software offers a simple and intuitive user interface that simplifies the process and doesn’t require any technical expertise. It can also be used to migrate mailboxes and other items directly to Microsoft 365 (Office 365) account. The software supports Exchange Server 2019, 2016, 2013, 2010, and earlier versions.  

Best Practices for Moving Emails from Archive to Primary Mailbox

To ensure smooth and secure email movement, follow these best practices:

1. Backup before Moving

Always create backup of both the primary and archive mailboxes before initiating the move to avoid any accidental data loss.

2. Test with a Pilot Mailbox

Perform the process on a test mailbox to evaluate the required time, identify potential errors, and assess policy implications before proceeding with full deployment.

3. Schedule during Off-Peak Hours

Schedule the process during non-business hours to reduce impact on the users, especially for large data move.

4. Clean Up after Move

Post-move, consider disabling or deleting the archive mailbox if no longer needed. 

5. Monitor and Audit

Use Message Tracking Logs or third-party monitoring tools to track the success and status of the move.

Conclusion

Moving archived emails to the primary mailbox in Exchange Server requires careful planning and right method. To transfer a few emails from archive mailbox to primary mailbox (Inbox), you can manually drag and drop those emails in the Outlook app or OWA. Alternatively, you can export the emails from the archive mailbox to PST file and then import the PST into primary mailbox using the PowerShell cmdlets. However, these manual methods come with certain limitations as discussed in this article. To overcome these limitations and streamline the process, you can use Stellar Converter for EDB to selectively export archive emails and other items from the EDB file directly to a live Exchange Server database.