Archive Mailboxes Reaching Size Limit Report

The Archive Mailbox in Exchange Online is designed to provide users with additional mailbox storage beyond the capacity of their primary mailbox. The Archive Mailboxes Reaching Size Limit report helps administrators figure out number of Archive Mailboxes that have reached the maximum size limits for all the users and also to sort the top users who have reached their maximum Archive Mailbox size.

To generate the Archive Mailboxes Reaching Size Limit report, do the following:

Follow the menu sequence: REPORTS BY FUNCTION -> Domain-specific Reports -> Office 365 Monitoring -> Microsoft Exchange Online -> Archive Mailboxes Reaching Size Limit.
Figure 1 then appears. In Figure 1, select a criteria for analysis from the Analyze By list box.

Figure 1 : Specifying the criteria for generating the Archive Mailboxes Reaching Size Limit report
From Figure 1, select a criterion for analysis from the Analyze by list box. Using this report, you can analyze the performance of one/more components, or those that are part of a service or a segment. The options provided by the Analyze by list box are discussed hereunder:
- Component: Select this option to choose the component(s) from across all the managed components in the environment.
- Zone: To generate a report for one/more components that are included in a zone, pick the Zone option. A Zone drop-down list will then appear, from which you would have to select the zone to which the components of interest to you belong. A Sub zone flag also appears. Indicate whether the components present within the sub-zones of the chosen zone are also to be to be considered for report generation, by setting the Sub zone flag to Yes.
- Segment: If you want to generate a report for one/more chosen components that belong to a segment, select the Segment option from Analyze By list box, and then pick the Segment from the drop-down list that appears.
- Service: If you want to generate a report for one/more components involved in the delivery of a service, select the Service option from Analyze By, and then pick the required Service from the drop-down list that appears.
Choose a Component Type for which the report is to be generated.
The Components list will now be populated with all the components that are managed in your environment for the chosen component type. Select the component for which the report is to be generated.
In addition to the settings discussed above, this report comes with a set of default specifications. These settings are hidden by default. If you do not want to disturb these default settings, then you can proceed to generate the report by clicking the Run Report button soon after you pick one/more components for report generation. However, if you want to view and then alter these settings (if required), click on the icon. The default settings will then appear in the MORE OPTIONS drop down window (See Figure 2). The steps below discuss each of these settings and how they can be customized.

Figure 2 : The default settings for generating the report
In large environments, reports generated using months of data can take a long time to complete. Administrators now have the option of generating reports on-line or in the background. When a report is scheduled for background generation, administrators can proceed with their other monitoring, diagnosis, and reporting tasks, while the eG manager is processing the report. This saves the administrator valuable time. To schedule background processing of a report, you can either select the Background Save - PDF option from the Report Generation list. To process reports in the foreground, select the Foreground Generation - HTML option from this list.

Note:
- The Report Generation list will appear only if the EnableBackgroundReport flag in the [BACKGROUND_PROCESS] section of the eg_report.ini file (in the <EG_INSTALL_DIR>\manager\config directory) is set to Yes.
- The default selection in the Report Generation list will change according to the Timeline specified for the report. If the Timeline set is greater than or equal to the number of days specified against the MinDurationForReport parameter in the [BACKGROUND_PROCESS] section of the eg_report.ini file, then the default selection in the Report Generation list will be Background Save - PDF. On the other hand, if the Timeline set for the report is lesser than the value of the MinDurationForReport parameter, then the default selection in the Report Generation list will be Foreground. This is because, the MinDurationForReport setting governs when reports are to be processed in the background. By default, this parameter is set to 2 weeks - this indicates that by default, reports with a timeline of 2 weeks and above will be processed in the background.
Click the Done button if any changes were made to the More Options drop down window.
Finally, click the Run Report button to generate the report.
If the Report type is Foreground Generation - HTML, then Figure 3 will appear as soon as you click the Run Report button.

Figure 3 : The generated Archive Mailboxes Reaching Size Limit report for the chosen component

The generated report as shown in Figure 3, contains three sections. Let us now discuss each section in detail:
- The first section of the report is an Overview section which reveals the number of Archive Mailboxes, the total size of Archive Mailboxes, and the number of Archive Mailboxes that have reached the maximum size limits for all the users.
- The Archive Mailboxes Reaching Limit table lists the email ID of the user, Display Name, size of Archive Mailbox, count of mail items, size of deleted mail items, count of deleted mail items, and Mailbox GUID for all the users.
- The Top N Archive Mailboxes by Size table lists the top users who have reached the maximum size of Archive Mailbox. This table lists the email ID of those users, Display Name, size of Archive Mailbox, count of mail items, size of the deleted mail items, count of deleted mail items, and Mailbox GUID in descending order.