How to Set an Email Retention Policy in Microsoft 365

[@multilayer02]

No BS and it is very helpful. Thaks mate 👍

[@userr3953]

Do you have a video on how to view or retrieve emails that users have "permanently" deleted from their deleted folder. I am currently trying to set up a 5 year retention policy per SEC Rule 17a-4. I thought I figured it out but every time I go to export results, I get "client error, request failed with status code 500" even though I'm using Microsoft Edge and am the global administrator. I managed to export a list (Excel spreadsheet) but not the actual PST file. If a company was audited by the SEC, I'm sure they would want to see the actual emails, not just the subject titles and timestamps. At first when I watched your video I was under the impression if a user tried to delete anything from their Deleted Items folder, they would get some kind of error saying that action is not allowed. Thanks!

[@HEADSPACEnTIMING]

powershell exchange online, module security and compliance, you will have to connect-exchangeonline and Connect-IPPSSession. you will not see the commands until you connect. it will day the module is not installed if your not connected, very annoying and confuses a lot of people.

[@angusbaumgardt6196]

Im in this exact same position. How does one retrieve the emails a user has deleted that the retention policy has kept.

[@danishsahibole3055]

Bro , great video. But the problem is I cannot see Archive button under Data Lifecycle Management. Also there is no button to create New Retention Policy under retention policy option. Could you please help me with the solution ?

[@PhiPham-pd4fg]

Hello you, What is the difference between static mode and adaptive mode? Thanks you very much

[@carsont1734]

This video is hugely helpful, but I'm having trouble finding the archived files. After this policy is put into place is there a video on how to find the e-mails? Thank you.

[@giftysingla8841]

How can i set a policy to allow us to delete emails older than 3 years in Inplace archive? where can you set conditions in retention policy?

[@giftysingla8841]

how do i set retention policy for online Archive mailbox?

[@masjter]

Thank you Jonathan 😊

[@kad1ra396]

hello, when I open an account from hotmail, when I open more than 2 accounts a day, it asks for a phone, when I type on the phone, it says the usage limit has been exceeded, what should I do?

[@bearded365guy]

Not sure what you mean in relation to Email Retention?

[@kad1ra396]

@@bearded365guy that is, I want to open many accounts, but when opening an account, it asks for a phone, And it says the usage limit has been exceeded, what could be the reason and what can I do

[@bearded365guy]

Sorry, I’m not sure I can help.

[@1975gilmarsilva]

Hi, I need to put a user as excludet because your Onedrive quota has filled up and your folders and files are read-only, you can edit the retention rule and it is not possible to add the user there, would you know the powershell command to temporarily put a user as excluded in the rule? Ondrive retention? This way we can delete the files and return it to the 1024GB quota

[@HEADSPACEnTIMING]

Set-RetentionCompliancePolicy -RemoveOneDriveLocationException, there a bit more to it but that should I think that's the command and parameter your looking for, but also u can easily do this in the purview using the GUI, literally has an exclude option.

[@nickharvey5149]

I'm doing my nut here; Almost all my tenant licenses are 365 Standard. I do not have the Create retention policy button. Is their licensing too low? Does just the admin have to have a higher license or all the users?

[@HEADSPACEnTIMING]

its something named closely to "security and compliance license " but some other ones include it to, but not the standard.

[@krenallharie2444]

Does this retention policy only delete emails or does it delete other items such as calendar, tasks, notes, etc...?

[@BrauerPowerHour]

Wish to know the same

[@MoonWalkCTO]

Hmm ok so then how does it work? Does the policy prevent users from deleting mail (if so set)? Or does it allow them to delete but they go into some kind recoverable archive? The video does not explain the underlying mechanism

[@HEADSPACEnTIMING]

they can still delete it but its kept in the backend of Microsoft, the email can be accessed when doing e-discovery. I don't like the way its marketed, basically there is no way to keep an email in a user mailbox, if they want to delete it they can. in purview ediscovery you can recreate a pst file based off your query grabbing that backend data. I found discovery to be lacking. because of all this I have to use barracuda for retention. but I'm currently writing a script that pulls all new emails in the last 24hrs and sends them to a database I created. sharepoint online rententions have a specific folder they goto in sharepoint and wont let you delete it from there but it still disappears to the user, this is a little better, but if you add record lock then it can actually prevent the user from deleting from the begining. one drive and teams also work similar to exchange were its really kept in the backend and only accessible with e-discovery.

[@MoonWalkCTO]

@@HEADSPACEnTIMING thank you for explaining

[@rkasnake]

This is literally what litigation hold does. The thing that drives me insane is that they are phasing out MRM but there is no way to do MRM in these new policies.

[@cazmaj]

How do you stop the retention policies deleting calendar items along with the other mail items please?

[@HEADSPACEnTIMING]

I never thought about this since my retention is so high, but you could create a retention tag, I don't thing you can auto apply it because your compliance policy is active and that's more important, instead the user would have to right click email or folder depending on a rule >assign policies>never delete, did you figure it out?

[@canningcoyle0]

Amazing, thank you.

[@GSS_Training]

Great video!

[@user-kq6em7bo8o]

Hi, how do I create a label / retention policy etc to archive / retain outlook emails forever that are over 3 years old? I’m looking around the Data Lifecycle Management section, however I can’t figure it out So I want all emails that are over 3 years old to be archived into a folder and never deleted, using these policies / labels

[@JasonsComputerCreations]

This is also a big issue in my environment. I am currently the Sr. Sysadmin for my company. After taking over for the former I.T. Director, what i found was a trainwreck. it looks like the default policy was used for a number of years and mailboxes were filling up. The solution that was put in place was a retention policy with all personal tags that moved inbox/sent/deleted items to their online archive. Then Personal policies were setup for Archive cleanup, that look like they aren't working as i have a number of users with 50gb/50gb in both mailbox and archive. I'm forever having to do mailbox cleanups. How can i manage archived mail to delete after X amount of time with this new retention structure? it looks like it's impossible.

[@HEADSPACEnTIMING]

use retention tags apply the tags to a policy "not compliance policy" then set the policy as default for the user. you can only do this using PowerShell exchange security and compliance. New-RetentionPolicyTag Set-RetentionPolicyTag

[@silicondt1]

We are wanting to start using "inactive mailboxes". So basically when we delete a user it gets converted to an inactive mailbox. We want to keep all emails for a year after the user is deleted. It says you need to setup a retention policy before deleting the user while it's still licensed. This looks like its applying the retention to each email item individually? Not the account as a whole? How would you accomplish a retention on the entire mailbox for a year after its deleted?

[@FenrisSkoll]

Just convert it to a shared mailbox before you remove the license.

[@Clint_p2x]

If your setting your retention policy at 1 year, will it remove all the already one year old mails directly in the Online archive? or will it take one year from the day you introduced this policy for mails to appear in the archive?? would love a response. great fan of the channel im still a junior so all of this is new to me this channel makes my life a lot easier haha. bye

[@bigwid6235]

Brilliant, thanks 👍

[@kanishkaroychowdhury4050]

hi great video... can u plz show a video how to process with retention for an inactive mailbox?

[@HEADSPACEnTIMING]

if the license is removed If I recall correctly the amils will get purged after like 30-90 days from the backed, its recommended to remove the license and chang the mailbox to a shared mailbox, and the mailbox owner should be licensed, their piggybacking on that one

[@geoffphillips5293]

My webpage doesn't look anything like this. Forced to use this garbage by BT, but the web based outlook doesn't have the necessary tools to work properly, like rules.

[@Joseph1NJ]

So you created a retention policy to keep everything as old as 7 years, and afterward, do nothing. What was the point?

[@bearded365guy]

You keep everything for 7 years. Your business might need to for compliance

[@JorgeMorales-ue6ny]

If you have people working for you, and they delete emails by mistake, you are making sure you'll keep all the messages in the tenant.

[@Joseph1NJ]

@@JorgeMorales-ue6ny You're missing the question. "Do nothing" says keep in perpetuity, no?

[@justlou717]

@@Joseph1NJ I have the same question. I think it means IF it's deleted, and it's older than 7 years, it really gets deleted.

[@HEADSPACEnTIMING]

The Answer, I retain all emails for 7 years then do nothing, at this time its up to the user if they want to delete. if deleted before it would be held in the backend. I need to retain the emails for 7 years for compliance reasons. After that I don't care what they do with it.

[@alayjimenez]

👌