https://docs.microsoft.com/en-us/microsoft-365/compliance/set-up-an-archive-and-deletion-policy-for- https://docs.microsoft.com/en-us/microsoft-365/compliance/set-up-an-archive-and-deletion-policy-for-mailboxes, https://docs.microsoft.com/en-us/microsoft-365/compliance/retention-policies. Although acknowledging where Microsofts interest lies, it makes sense for customers to consider whether they should leverage the unique abilities and strengths of the two types of retention processing in their information governance strategy. A flyout page opens in the Microsoft 365 admin center. For details, see. When you press Ctrl+Enter in Outlook 2007, you'll be presented with a warning dialog: If you check the box to never show this dialog again, change the setting in Outlook 2010 and up at File, Options, Mail. For more details, including a list of retention tags linked to the policy, see Default Retention Policy. In this series, we call out current holidays and give you the chance to earn the monthly SpiceQuest badge! Users can apply archive policies to default folders, user-created folders or subfolders, and individual items. When you enable a retention tag, you must specify a retention age for the tag. When the retention policy for an item changes, it may cause the item to expire immediately. Default MRM policy is applied. Note: You can't link more than one RPT for a particular default folder (such as Deleted Items) to the same retention policy. I have read everything about licensing. If the user doesn't have an archive mailbox, no action is taken. Although it might seem a small point, having retention policies move items from primary mailboxes to archive mailboxes on an ongoing basis keeps primary mailboxes uncluttered while preserving the ability to find old items when necessary. Users aren't required to file messages in managed folders based on retention requirements. Outlook isn't bright enough to know both folders have the same policy. If the users create a new folder that is not under those and move emails into it then those emails are no longer are under the retention policy. Remove the Exchange personal retention tags from mailbox retention policies. If mailboxes with retention policies don't have retention tags linked to them, this may cause mailbox items to never expire. Others will be able to see the message content. 84 is the dialog confirmation when dragging a message into a Group mailbox. Retention tags can be linked to or unlinked from a retention policy at any time, and the changes automatically take effect for all mailboxes that have the policy applied. Want to add second email to Outlook for business use. Remove Exchange folder tags from mailbox retention policies and replace them with retention policies published to the mailboxes using label publishing policies. Individual messages can have a different retention tag than the one applied to the folder in which they're located. This causes the Managed Folder Assistant to process all items in a mailbox and restamp the ones that have the removed tag applied. Makes sense. If you want to apply advanced features such as Microsoft Defender for Office 365, Advanced eDiscovery, or automatic retention policies, the shared mailbox must be licensed for those features.. Provides the user a second chance to recover the item using the Recover Deleted Items dialog box in Outlook or Outlook on the web. You are using an out of date browser. Applying default policy tags (DPTs) to mailboxes to manage the retention of all untagged items. Depending on the number of mailboxes and messages, this process may significantly consume resources on all Mailbox servers that contain mailboxes with retention policies that include the removed tag. Microsoft 365 retention policies target the entire mailbox. Retention tags are classified into the following three types based on who can apply them and where in a mailbox they can be applied. Outlook dialog about retention policy | Outlook Forums by Slipstick.com We recommend adding no more than 10 personal tags to a retention policy. Usually, this boils down retention winning over deletion and the application of the longest retention period. If you only have a few, you have the windows store version - you can confirm in File > Office Account in Outlook - after the version and build #, does it say click to run or windows store? You'll get this warning message when the mailbox has a retention policy applied. Microsoft keeps a running list of issues affecting recently released updates at, HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Outlook\Options\General, HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Outlook\Preferences, HKEY_USERS\S-1-5-21-4258444267-1753787663-1470392329-1002\Software\Microsoft\Office\xx.0\Outlook\Preferences, Show Dialogs Dismissed with "Don't Show Dialog", The move to fully ribbonize Outlook meant many of Outlook's options mo, File Sent Messages with the Original Messages, Adjusting Outlook's Zoom Setting in Email, How to Remove the Primary Account from Outlook, Save Sent Items in Shared Mailbox Sent Items folder, Move an Outlook Personal Folders .pst File, Create rules that apply to an entire domain, Use PowerShell to get a list of Distribution Group members, Meeting Requests and Appointments are Off by One Hour, Messages appear duplicated in message list, Outlook Error: Google Couldn't sign you in, Fixes or workarounds for recent issues in Outlook for Windows, Fixes or workarounds for recent issues in Outlook for Mac, Other Microsoft 365 applications and services, Outlook cant send mail in Windows 10: error Ox800CCC13. Replace default deletion tags in mailbox retention policies with Microsoft 365 retention policies. This topic has been locked by an administrator and is no longer open for commenting. Apply retention labels to content automatically if it matches specific conditions, such as when the content contains: Specific keywords that match a query you create. The downside of focusing on Exchange Online retention is that Microsoft's attention is fixed firmly on Microsoft 365 retention policies. To use retention policy for shared mailbox its needed to assign a license: https://docs.microsoft.com/en-us/microsoft-365/admin/email/about-shared-mailboxes?view=o365-worldwide#:~:text=If%20you%20want%20to%20apply%20advanced%20features%20such%20as%20Microsoft%20Defender%20for%20Office%20365%2C%20Advanced%20eDiscovery%2C%20or%20automatic%20retention%20policies%2C%20the%20shared%20mailbox%20must%20be%20licensed%20for%20those%20features. After the deadline, you can remove the retention hold from user mailboxes, allowing the Managed Folder Assistant to process mailbox items and take the specified retention action. Last reviewed on May 24, 2022 24 Comments. For details about how to create retention tags, see Create a Retention Policy. Many of Microsoft Outlook's dialogs have a "Never show this dialog again" checkbox. You should have a long list (around 40ish), including Profiles. In the Navigation Pane, right-click a mail folder to bring up the shortcut menu and select Properties. MRM makes it easier to keep messages that are needed to comply with organization policy, government regulations, or legal needs, and to remove content that no longer has legal or business value.

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