Opens a new window. The principles of retention apply (https://docs.microsoft.com/en-us/microsoft-365/compliance/retention?view=o365-worldwide#the-principles-of-retention-or-what-takes-precedence). The retention period for a disabled retention tag is displayed to the user as Never. This would use a mailbox retention policy because Microsoft 365 retention policies dont have the ability to move items to the archive. For a list of management tasks related to retention policies, see Messaging Records Management Procedures. Just an update to the doc. Deleting a tag removes it from any retention policies where it's included. About halfway down is the option to use Ctrl+Enter to send. A few days before the warm up and training period ends, you should remind users of the warm-up deadline. Outlook Email Body Text Disappears/Overlaps, Folders Switch Around when You Hover, Excel Opens Randomly and Runs in the Background - Profile Corrupt? Your suggestion to make 365 retention labels the same as those in Exchange On Prem worked for me. When you place a mailbox on retention hold, you can also specify a retention comment that informs the mailbox user (or another user authorized to access the mailbox) about the retention hold, including when the hold is scheduled to begin and end. Welcome to the Snap! As mentioned above, dont remove the personal tags from the tenant as this might lead to the unexpected deletion of important items, so its best to advise users to avoid using the OWA option. For more information, see License requirements for Personal Archive and retention policies. Do you want to continue? "The admin does this by creating a retention policy that's assigned to mailboxes, and moves items to a user's archive mailbox after a certain period of time and that also deletes items from the mailbox after they reach a certain age limit. Default Policy tag (DPT) with move to Archive action always overwrites the Retention Policy tag (RPT) or the Personal tag (PT), when the age limit for retention of DPT is lower than of RPT or PT. Reply or Forward message with blocked external content: Dialog appeared when deleting a group of meeting requests. One RPT for each supported default folder. Retention tags are classified into the following three types based on who can apply them and where in a mailbox they can be applied. The following example picture is for Exchange Server, although you can configure the same settings for Exchange Online: Retention tags allow users to tag their own mailbox folders and individual items for retention. Remove messages based on folder location. If the user doesn't have an archive mailbox, no action is taken. In this series, we call out current holidays and give you the chance to earn the monthly SpiceQuest badge! According the Information Governance licensing schema the shared mailbox needs Exchange P1 + Online Archiving. There are two ways that you can do this. Microsoft 365 retention policies taken on the role of default deletion tags, so they are no longer required and can be removed from mailbox retention policies. When items are seven years old, the MFA removes them from the archive mailbox. Messaging Retention Management (MRM), which helps you keep, archive, and delete information in exchange mailboxes. Placing a mailbox on retention hold doesn't affect how mailbox storage quotas are processed. Personal retention tags exist to allow users to mark folders (except the default folders such as the Inbox) and individual items for special retention processing. A retention policy can have the following retention tags: One DPT with the Delete and allow Recovery or Permanently delete actions, One DPT for voice mail messages with the Delete and allow recovery or Permanently delete action. Deleting content permanently at the end of the retention period. After the user selects a tag, it joins the set displayed by OWA and Outlook desktop when the user applies a policy to an item. Check if the mailbox is > 40 GB To apply policies to specific default folders, like delete all Deleted Items after 30 days or delate all Junk Mail after 30 days, would we have to use Exchange policy for that vs. M365 Retention Policy or Labels? We use Exchange online and based on our licensing, our users get 50GB of space, but we have some users approaching that limit and many need to save emails from 10-20 years. When you remove a retention policy from an email message, the folder policy applies to the item, if one is assigned. Steps to change this setting are here. For example, if you want to troubleshoot retention tag settings, you can temporarily disable a retention tag to stop the Managed Folder Assistant from processing messages with that tag. I can highlight that but am afraid to delete it. Common settings for retention policies and retention label policies When a retention tag is removed from the retention policy applied to a mailbox, the tag is no longer available to the user and can't be applied to items in the mailbox. A default archive tag to move items into the archive mailbox after a year. The selected tags then become available in Outlook and Outlook on the web. Thank you Tony! The downside of focusing on Exchange Online retention is that Microsoft's attention is fixed firmly on Microsoft 365 retention policies. Thank you. The admin does this by creating a retention policy In this portal click on Policies and then Retention under Data. You can also create retention tags with retention disabled or disable tags after they're created. Now remove everything from the policy except the default archive tag (Figure 2). Delete the file type from the list to reset it. This feature requires a Microsoft 365 administrator account. During long absences from work, users may accrue a large amount of email. If you change your mind, you'll need to edit the registry to enable the dialog. When the mailbox is processed again, the folder reverts to the Delete - 3 Years tag. As you can see, retention tags are used to apply retention settings to folders and individual items such as email messages and voice mail. Enable people in your organization to apply a retention label manually to content in Outlook on the web, Outlook 2010 and later, OneDrive, SharePoint, and Office 365 groups. In these cases, consider the additional time it may take the users to catch up on their mail before removing them from retention hold. using excel to sort outlook appointment items. OWA doesnt include Microsoft 365 retention labels as part of the set shown to users, so OWA options doesnt support a switchover to retention labels until Microsoft does the work to upgrade the client. I am doing O365 tenant to tenant migration. Depending on the retention policy, messages may be deleted or moved to the user's personal archive. Note that this policy does not have a default delete tag. Briefly, the major points of the transition are: Remember, a mailbox can have just one mailbox retention policy. The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes the expiration date. You setup the retention tags then setup the auto archive policy to do the work. If the on-premises mailbox is placed on hold, an archive policy will still move items to the cloud-based archive mailbox where they are preserved for the duration specified by the hold. However, we recommend that going forward, you use retention policies and retention labels instead. Before discussing the details about each of these retention features, let's learn how the features are used in the overall MRM strategy: Assigning retention policy tags (RPTs) to default folders, such as the Inbox and Deleted Items.