You might be able to add or remove optional retention policies and archive policies that were set up by the person who manages your mailbox. Required policies can't be removed. Note: Managing retention and archive policies for your account is an optional feature, and it might not be available to you.
This article is for Outlook Web App, which is used by organizations that manage email servers running Exchange Server or If you're using Microsoft or Exchange Server , your email program is Outlook on the web. For help with Outlook on the web, see Get help with Outlook on the web.
Retention policies typically cover a range of time. For example, in the image below, available policies include 1 Week Delete 7 days and 1 Month Delete 1 month.
Also available are longer term policies such as 1 Year Delete 1 year and 5 Year Delete 5 years. For a very important message or folder, select Never Delete Never.
Archive policies can range from Personal 1 year move to archive 1 year to Personal 5 year move to archive 5 year. You can also choose Personal never move to archive Never. Note: Your organization controls the policies that are available for your use. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization.
Enter your user name and password, and then select Sign in. In the folder pane, right-click the message or folder for which you want to apply a policy and select Assign policy. Feedback will be sent to Microsoft: By pressing the submit button, your feedback will be used to improve Microsoft products and services. Privacy policy. The duration that deleted items remain in this folder is based on the deleted item retention settings configured for the mailbox database or the mailbox.
By default, a mailbox database is configured to retain deleted items for 14 days, and the recoverable items warning quota and recoverable items quota are set to 20 gigabytes GB and 30 GB respectively. Before the retention time for deleted items elapses,Outlook and Outlook on the web users can recover deleted items by using the Recover Deleted Items feature. To learn more about these features, see the "Recover deleted items" topic for Outlook for Windows or Outlook on the web.
You can use the Exchange Management Shell to configure deleted item retention settings and recoverable items quotas for a mailbox or mailbox database. Deleted item retention settings are ignored when a mailbox is placed on In-Place Hold or litigation hold. You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "Messaging records management" entry in the Messaging policy and compliance permissions in Exchange Server topic.
For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts in the Exchange admin center.
Having problems? Ask for help in the Exchange forums. Use the Exchange admin center EAC to configure deleted item retention for a mailbox. In the list view, select a mailbox, and then click Edit.
Privacy policy. In Microsoft , admins can create an archiving and deletion policy that automatically moves items to a user's archive mailbox and automatically deletes items from the mailbox. 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.
The actual rules that determine what items are moved or deleted and when that happens are called retention tags. Retention tags are linked to a retention policy, that in turn is assigned to a user's mailbox. A retention tag applies retention settings to individual messages and folders in a user's mailbox. It defines how long a message remains in the mailbox and what action is taken when the message reaches the specified retention age.
When a message reaches its retention age, it's either moved to the user's archive mailbox or it's deleted. The steps in this article will set up an archiving and retention policy for a fictitious organization named Alpine House.
Setting up this policy includes the following tasks:. Enabling an archive mailbox for every user in the organization. This gives users additional mailbox storage, and is required so that a retention policy can move items to the archive mailbox.
It also lets a user store archival information by moving items to their archive mailbox. Automatically moves items that are 3 years old to the user's archive mailbox. Moving items to the archive mailbox frees up space in a user's primary mailbox.
Automatically deletes items that are 5 years old from the Deleted Items folder. This also frees up space in the user's primary mailbox. User's will have the opportunity to recover these items if necessary. See the footnote in the More information section for more details. Automatically and permanently deletes items that are 7 years old from both the primary and archive mailbox.
Because of compliance regulations, some organization's are required to retain email for a certain period of time. After this time period expires, an organization might want to permanently remove these items user mailboxes. Creating a new retention policy and adding the new custom retention tags to it. Additionally, you'll also add built-in retention tags to the new retention policy. This includes personal tags that users can assign to items in their mailbox. You'll also add a retention tag that moves items from the Recoverable Items folder in the user's primary mailbox to the Recoverable Items folder in their archive mailbox.
This helps free up space in a user's Recoverable Items folder when their mailbox is placed on hold. You can follow some or all of the steps in this article to set up an archive and deletion policy for mailboxes in your own organization. We recommend that you test this process on a few mailboxes before implementing it on all mailboxes in your organization. When you create a new user account and assign the user an Exchange Online license, a mailbox is automatically created for the user.
When the mailbox is created, it's automatically assigned a default retention policy, named Default MRM Policy. In this article, you will create a new retention policy and then assign it to user mailboxes, replacing the Default MRM policy. A mailbox can have only one retention policy assigned to it at any one time.
To learn more about retention tags and retention policies in Exchange Online, see Retention tags and retention policies. The first step is to enable the archive mailbox for each user in your organization. A user's archive mailbox has to be enabled so that a retention tag with a "Move to Archive" retention action can move the item after the retention age expires.
You can enable archive mailboxes any time during this process, just as long as they're enabled at some point before you complete the process. If an archive mailbox isn't enabled, no action is taken on any items that have an archive or deletion policy assigned to it. In the Microsoft compliance center, click Information governance , and then click the Archive tab.
A list of the mailboxes in your organization is displayed and whether the corresponding archive mailbox is enabled or disabled. Select all the mailboxes by clicking on the first one in the list, holding down the Shift key, and then clicking the last one in the list.
This step assumes that no archive mailboxes are enabled. If you have any mailboxes with the archive enabled, hold down the Ctrl key and click each mailbox that has a disabled archive mailbox. Or you can click the Archive mailbox column header to sort the rows based on whether the archive mailbox is enabled or disabled to make it easier to select mailboxes. A warning is displayed saying that items that are older than two years will be moved to the new archive mailbox.
This is because the default retention policy that's assigned a new user mailbox when it's created has an archive default policy tag that has a retention age of 2 years. The custom archive default policy tag that you'll create in Step 2 has a retention age of 3 years.
That means items that are 3 years or older will be moved to the archive mailbox. Click Yes to close the warning message and start the process to enable the archive mailbox for each selected mailbox.
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