Email Retention Policy
- Jessica Benoit (Unlicensed)
You will need to have access to both of these websites in order to make changes to Email Retention Policies:
https://outlook.office365.com/ecp/ - Create Retention Tag ; Edit/Make Retention Policies
https://admin.exchange.microsoft.com/#/ - Make/Edit the Retention Policy to the Email
Creating a Retention Tag
Go to https://outlook.office365.com/ecp/
On the left side menu, Click on ‘compliance management’.
Once there, you can click on the tab at the top called ‘retention tags'.
This should bring up a list of all tags we have used.
From here, you’ll want to click on the + symbol at the top above the table. This will produce a list of types of tags you can create. One that can be applied to entire mailbox, one to a singular folder, and one for personal mailboxes. You’ll be sticking with those first two options.
You’ll want to name the Tag something recognizable. There are two types of deletion. Temporary Deletion It’s where it will delete them, but you will be able to retrieve them from the deleted items folder within the mailbox. Permanently Delete makes the email bypass the deleted items folders and these are not retrievable.
The retention policy does operate in days. So, every ‘X' amount of days this action will occur. So this is where you’ll decide how often you want this action to happen.
The entire mailbox option allows you to target an entire mailbox to Temporarily delete, permanently delete, or move to the Archive folder every 'X' amount of days after an email is received.
The specific folder is as it says. It allows you to target a specific folder have have a deletion action attached ever 'X' amount of days.
Click save once done.
Editing a Retention Tag
Go to https://outlook.office365.com/ecp/
On the left side menu, Click on ‘compliance management’.
Once there, you can click on the tab at the top called ‘retention tags'.
This should bring up a list of all tags we have used.
You can edit existing ones by selecting the one you want to edit and clicking the pencil at the top.
This should in turn bring up another menu in which you can enter the specifics.
You’ll want to name the Tag something recognizable. There are two types of deletion. Temporary Deletion It’s where it will delete them, but you will be able to retrieve them from the deleted items folder within the mailbox. Permanently Delete makes the email bypass the deleted items folders and these are not retrievable.
The retention policy does operate in days. So, every ‘X' amount of days this action will occur. So this is where you’ll decide how often you want this action to happen.
Make/Edit a Retention Policy
Go to https://outlook.office365.com/ecp/
On the left side menu, click compliance management.
In the Tabs, click retention policies
This will bring up our currently created policies.
To create a new policy, you will want to click the + symbol that is highlighted at the top of the table.
To edit a policy, select the one you want to edit then click the pencil icon next to the + symbol.
Both will pull up this similar window:
Name the retention policy accordingly. Then click the + symbol to add the Retention Tags. Similarly, the - symbol allows you to take away Retention Tags.
Click save once done.
Add Retention Policy to the Email
Go to: https://admin.exchange.microsoft.com/#/
On the left menu, click recipients to open a submenu.
On this submenu, click mailboxes.
Locate the mailbox in which you want to add your retention policy to.
Click on said mailbox to open up a side window.
Once here click on the highlight Mailbox tab in that new window. ‘Manage mailbox policies’ is in blue at the bottom of that tab. Click on it to add/edit the retention policies on the mailbox.