You have a Retention policy (at this time the default MRM policy) containing retention tags (1 week delete for example). Files stored in the SharePoint teams site are covered with this location, but not Teams chats or Teams channel messages that have their own retention policy locations. Microsoft Then, from the app launcher, choose the Exchange Admin Center. WebUse the Retention policies settings in Outlook Web App to apply a policy to your messages and the folders in your mailbox. To prevent users from adding entries to their Safe Senders list in Outlook, use Group Policy as mentioned in the About junk email settings in Outlook section later in this article. The same applies to includes for Exchange mailboxes, OneDrive accounts, Teams chat users, and so on. Before explaining each principle in more detail, it's important to understand the difference between the retention period for the item vs. the specified retention period in the retention policy or retention label. Retention tags for this folder move items from the Recoverable Items folder in the user's primary mailbox to the Recoverable Items folder in the user's archive mailbox. To specify individual OneDrive accounts, see Get a list of all user OneDrive URLs in your organization. Figure 1: Mailbox retention policies in the old EAC. Defender for Office 365 Plan 1. If you have configured SharePoint sites for content type policies or information management policies to retain content for a list or library, those policies are ignored while a retention policy or retention label policy is in effect. Use the following section for the locations that have configuration details and possible exceptions that you need to be aware of when you select them for your policy. Preservation Lock ensures your organization can meet such regulatory requirements because it locks a retention policy or retention label policy so that no oneincluding an administratorcan turn off the policy, delete the policy, or make it less restrictive. Retention Retention Period. If you are using older eDiscovery tools to preserve data, see the following resources: If you need to proactively retain or delete content in Microsoft 365 for data lifecycle management, we recommend that you use Microsoft 365 retention policies and retention labels instead of the following older features. Hide the retention policy UI in Outlook 2016 - Microsoft Support When you assign a license to a new user, the corresponding mailbox plan is used to configure the settings In addition, you don't need to implement customized processes to copy and synchronize this data. Work visas that must be marked as a record so that they can't be edited or deleted. Competitive research that needs to be retained for a specific period and then permanently deleted. This folder isn't available to users. These two actions are calculated independently from each other, from all the retention settings applied to an item. It contains the Deletions, Versions, Purges, DiscoveryHolds, and Audits sub-folders. For Exchange items, the age is based on the date received for incoming email, or the date sent for outgoing email. Expand the Data lifecycle management under Solutions and select Exchange (Legacy). And for the most part using the tags and policies is straight-forward. Retention Labels is available in Office 365 Security and Compliance portal. An implicit retention policy requires a static policy scope with the All mailboxes (for Exchange email) or All groups (for Microsoft 365 Groups) configuration. Now remove everything from the policy except the default archive tag (Figure 2). These secure locations and the retained content aren't visible to most people. You create a retention policy with a static scope that selects the Exchange email and OneDrive accounts locations for the policy. If the item already has a retention label applied, it will be replaced. However, emails related to a specific project that has a prerelease code name must be automatically deleted after one year. If the Assign Policy command is missing on the ribbon, it might be in the overflow menu. See Get started with data lifecycle management. Outlook Then on the Choose what happens after the retention period page, select Change the label > Choose a replacement label. License requirements for Personal Archive and retention policies. The second retention policy is scoped to specific mailboxes and deletes items after five years. When you are done with adding retention tags, click OK. 5. If you configure instances to include and then remove the last one, the configuration reverts to All for the location. In addition, retention labels have the following capabilities that retention policies don't support: Options to start the retention period from when the content was labeled or based on an event, in addition to the age of the content or when it was last modified. 2) Go to compliance management, retention policies and add a new retention policy. In the Inbox, expand the folder view. When you configure an auto-apply policy that uses sensitive information types and select the Microsoft 365 Group mailboxes & sites location: When a policy for retention (static policy scope or adaptive) is applied to a Microsoft 365 group, and that group is then deleted from Azure Active Directory: The group-connected SharePoint site is preserved and continues to be managed by the retention policy with the Microsoft 365 Group mailboxes & sites location. How long deleted items are kept in the Deletions folder depends on the deleted item retention period that is set for the mailbox. Change However, if the retention policy applied is retain-only and doesn't require the email message to be deleted, the policy name and description may not appear in the email message header or in the header of the Reading Pane. Unlike Exchange email, you can't toggle the status of the Skype location on to automatically include all users, but when you turn on that location, you must then manually choose the users whose conversations you want to retain: After you select this Edit option, in the Skype for Business pane you can quickly include all users by selecting the hidden box before the Name column. Managing content commonly requires two actions: With these two retention actions, you can configure retention settings for the following outcomes: These retention settings work with content in place that saves you the additional overheads of creating and configuring additional storage when you need to retain content for compliance reasons. However, the retention settings don't travel with the content in its new location. Use a retention policy to assign the same retention settings for content at a site or mailbox level, and use a retention label to assign retention settings at an item level (folder, document, email). When you're finished, click Save to save. All or a combination of these options can be configured by your Exchange Server or Microsoft 365administrator. For example, they could then be subject to an unexpired retention period or a delete action. When this label is applied, users won't be able to delete the item from their app, because that's one of the restrictions of a record. Choose the Folder Policy based on the retention period you have determined from an approved records retention schedule. Retention settings can retain and then delete items, or delete old items without retaining them. You create an auto-labeling policy that identifies content by using the project code name as the keyword, and apply the policy to all Exchange recipients, You publish the label and instruct users involved in the project how to create an automatic rule in Outlook that applies this label, You publish the label and instruct users to create a folder in Outlook for all emails related to the project and they apply the published label to the folder, and then create an Outlook rule to move all project-related emails to this folder, A retention policy for delete-only after five years, A retention policy that retains for three years and then deletes, A retention label that retains-only for seven years, An org-wide retention policy that deletes-only after ten years, A retention policy scoped with specific instances that retains for five years and then deletes, A retention label that retains for three years and then deletes. You can apply specific retention settings to just inactive mailboxes. You won't be able to delete a retention label that's selected as a replacement label. It is easier to assign a retention policy on a per-folder basis instead of individually to each message. For more information on this new policy, see New alert policies in Microsoft Defender for Office 365. Reviewing Exchange Online management tasks of - Retention Policy and Tags setting in Office 365 environment using PowerShell cmdlets. Assign retention labels and archive policies in Outlook on Click retention policies. For the Exchange email location, you're able to identify a group that contains just the executives, so you specify this group for the retention policy, and the group membership with the respective email addresses is retrieved when the policy is created. Microsoft Retention policies control how long your messages will be saved. Learn details about signing up and trial terms. See the following table for the different retention periods for each feature. From the Ribbon, select Assign Policy. OneDrive URLs are particularly challenging to reliably specify because by default, these URLs aren't created until the user accesses their OneDrive for the first time. WebSign into your Microsoft Office 365 account. By default, Microsoft Outlook displays the following information in retention policy tags: Tag name; Tag duration; Build 16.0.12318.10000 of Outlook for Microsoft 365 introduced a change that enables administrators and users to remove the duration information from the tag view. Description: Enter an optional description. Select the Retention Policy drop down. You create a retention policy with an adaptive scope that uses the Azure AD attribute job title of "Executive", and then select the Exchange email and OneDrive accounts locations for the policy. Note. Policy filtering, Content Under AutoArchive, click AutoArchive Settings. Scenario: By default, content in users' OneDrive accounts is automatically deleted after five years but users must have the option to override this for specific documents. Retention policy Organizations can create default retention policies for all mail items in an Exchange Server or Microsoft 365 mailbox, specific policies for default folders such as Inbox, Drafts, Sent Items, Deleted Items, and Junk E-mail or create retention policies that users can apply to folders or individual items. You create and configure a retention policy that automatically deletes content after ten years, and apply the policy to all Exchange recipients. For information about disposition reviews, see Disposition review. Navigate to recipients > shared > select your shared mailbox and edit it. 2. As with other label changes, allow up to 7 days for this synchronization period. How to Enable Retention Policies in Exchange Server Most of the time, people continue to work with their documents or mail as if nothing's changed. The option to relabel at the end of the retention period has two configuration paths when you create a retention label: If you need to initially retain content with the primary label (most typical): On the Define label settings page, select Retain items indefinitely or for a specific period and specify the retention period. For example, if you specify one SharePoint site to include in your retention policy that's configured to delete data, and then remove the single site, by default all SharePoint sites will then be subject to the retention policy that permanently deletes data. You can't use these relabeling methods if the existing label is configured to mark items as a regulatory record. Shared mailboxes and resource mailboxes for equipment and rooms are also supported. For more information and instructions, see Use Preservation Lock to restrict changes to retention policies and retention label policies. If you select the option to apply a policy to a folder you are taken to the window shown Per the Microsoft Exchange documentation to change the properties of an existing retention policy using the Set-RetentionPolicy cmdlet, the following parameter available: IsDefault . Retention labels can be applied both automatically and manually by users. In this portal click on Policies and then Retention under Data. Read more: Permanently delete users from Office 365 You must also update the OneDrive URLs anytime there is a change in an executive's UPN. The email message is permanently deleted after five years because the deletion action from the scoped retention policy takes precedence over the org-wide retention policy. In the left pane, navigate to Mail > Automatic processing > Retention policies. Retention labels, unlike sensitivity labels, don't persist if the content is moved outside Microsoft 365. If the document is edited again, the age of the document is calculated from the new last modified date, and it will be retained for another seven years.