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You would like to remove the license for the leaver’s account and you also want other users to access this leaver’s archive mailbox.

 

If this is the case, I would suggest you export all the emails into PST file as local archive for this Office 365 mailbox, since when you remove the license for this user, the mailbox (including Archive mailbox) would also be removed. It would not be possible to set access permissions for other users.

For how to export and import PST files in Outlook 2010, please refer to the links below:

Export Outlook items to an Outlook Data File (.pst)

office.microsoft.com/…/helppreview14.aspx

Import Outlook items from an Outlook Data File (.pst)

office.microsoft.com/…/helppreview14.aspx

Export Outlook items to an Outlook Data File (.pst)

 

Information in Microsoft Outlook 2010 can be exported to an Outlook Data File (.pst). This provides a way transfer Outlook 2010 items to another computer or to make a backup.

Folder properties such as permissions and views are not preserved when you export to an Outlook Data File (.pst). Only the content itself is exported.

  1. Click the File tab.
  2. Click Options.
  3. Click Advanced.

Advanced command in the Outlook Options dialog box

  1. Under Export, click Export.

Export command in the Backstage view

Note The Import and Export Wizard can also be opened by clicking the File tab, clicking Open, and then clicking Import.

  1. Click Export to a file, and then click Next.
  2. Click Outlook Data File (.pst), and then click Next.
  3. Select the account — a top level folder — that you want to export. This enables exporting all mail, calendar, contacts, tasks, and notes if available for that account.

Note Only information for one account can be exported information at a time.

Make sure that the Include subfolders check box is selected.

  1. Click Next.
  2. Click Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Click OK to continue.

Note If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.

  1. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.
  2. Click Finish.

The export begins immediately unless a new Outlook Data File (.pst) is created or the export is to an existing file that is password protected.

  • If you are creating a new Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.
  • If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

If you want to export items for multiple accounts, repeat these steps for each account.

Tip To import information from an Outlook Data File (.pst), see Import Outlook items from an Outlook Data File (.pst).

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See Also

  • Export contacts
  • Import or export a set of rules
  • Import Outlook items from an Outlook Data File (.pst)

Import Outlook items from an Outlook Data File (.pst)

 

When you want to migrate Outlook messages, contacts, calendar items, tasks, and notes from one computer to another or restore a backup of your Outlook data, the Import and Export Wizard is the easiest way to complete the task.

  1. Click the File tab.
  2. Click Open.
  3. Click Import.
  4. In the Import and Export Wizard, click Import from another program or file, and the click Next.

Import and Export Wizard with Import from another program or file selected

  1. Click Outlook Data File (.pst), and then click Next.

Import and Export Wizard with Outlook Data File (.pst) selected

  1. Click Browse, and then choose the file to import.

Note Under Options, it is recommended that you click Do not import duplicates unless you want the imported information to replace or duplicate items already in Outlook.Import and Export Wizard with Do not import duplicates selected

  1. Click Next.
  2. If a password was assigned to the Outlook Data File (.pst), you are prompted to enter the password, and then click OK.
  3. Set the options for importing items. The default settings usually don’t need to be changed.

Import and Export Wizard with default options selected

  • The top folder — usually Personal Folders, Outlook Data File, or your email address — is selected automatically.
  • Include subfolders is selected by default. All folders under the folder selected will be imported.
  • The default selection of Import items into the same folder in matches the folders from the imported file to the folders in Outlook. If a folder doesn’t exist in Outlook, it will be created.
  1. Click Finish.

Tip If you want to import or restore only a few items from an Outlook Data File (.pst), an easier way is to open the Outlook Data File, and then in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.) click and drag the items from Outlook Data File folders to your existing Outlook folders. For more information on opening an Outlook Data File, see Open, change, or close Outlook data files.

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See Also

  • Create a file to save your information
  • Export contacts
  • Export Outlook items to an Outlook Data File (.pst)
  • Introduction to Outlook Data Files (.pst and .ost)
  • Merge items from multiple calendars
  • Open, change, or close Outlook data files
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