Managing emails in Office 365 is like having a smart assistant: it can sort, store, and even delete messages on its own, making life easier for administrators. If you're responsible for your organization's email, you know it's a big job. But with Office 365's advanced features, you can automate it all.
For example, the Messaging Retention Management tool, or MRM, lets you create rules that handle emails automatically—moving them to an archive or deleting them when they're old news.
This guide is your walk-through to setting up these smart rules, tagging emails you need to keep, and keeping your emails clean and organized. Get ready to take the hassle out of email management and have more time for the important things with Office 365's help.
Enable the archive mailbox for each user in the organization so that the retention tag will find it easier to move the objects in it. Also, the user can also archive information manually. It allows more storage space for the user’s data.
Create user-defined retention tags to handle the content. These are custom tags that a user assigns to a specific message of the mailbox.
Setting up the MRM policy and Retention tag is a detailed process. But before we proceed to that, these are certain pre-requirements which are to be kept in mind-
Items residing in a user's mailbox, which exceed the specified archiving policy timeframe assigned to that mailbox, will automatically transfer to the new archive mailbox when it becomes active. By default, Exchange Online mailboxes incorporate a retention policy that mandates items sent or generated by a user will be moved to the archive mailbox two years after their creation or transmission date.
First and foremost, verify that every user possesses an active archive mailbox to facilitate the smooth execution of the 'Move to archive' retention tag. Here are the steps to get started:
In this step, we will create three distinct retention tags for the upcoming retention policy, encompassing both archiving and deletion. You have the flexibility to assign a name of your choice to these retention tags; for this guide, we will use the name "Kernel."
This tag will automatically move items older than 3 years to Archive mailboxes. To create the custom tag, just follow the steps:
This tag will permanently delete items after 7 years. To create a custom retention tag, perform the steps:
This tag will automatically delete folder items after 5 years. It also provides a recovery period in which the user can recover those items using the Recover Deleted Items feature.
When you create an account in Office 365, a Default MRM Policy is created. You have to create a new retention policy and replace it with the Default MRM policy. First you should know about retention policy then creating a new retention policy, the user has to assign the created retention tags to it. Let us see how to create the retention policy and add retention tags to it.
After the selection, click the add option to add the tags. Click OK to save the Retention tags.
This step requires assigning a new retention policy to the user mailboxes of the Office 365 account. Perform the steps below to do this:
Hence the new Retention Policy is assigned to all the selected user mailboxes. To confirm, go to the Mailboxes page, select the mailbox, and click Edit and then on the Mailbox features option where you can confirm the assigned retention policy.
We've now explored the process of configuring both the Office 365 Archive Policy and Deletion Policy. Please note that it may require up to 7 days for new retention policies to take effect across user mailboxes in Office 365. However, you can force this using the cmdlet: Start-ManagedFolderAssistant in Exchange Online PowerShell cmdlet.
To do this, execute the following command.
$UserCredential = Get-Credential
Session = New-PSSession –ConfigurationName Microsoft.Exchange –ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential –Authentication Basic -AllowRedirectionThen, run this command:
Import-PSSession $SessionTo verify Exchange Online connection, run this command to get all mailboxes from your specified Office 365 account:
Get-mailbox -resultsize unlimited
$Mailboxes.Identity | Start-ManagedFolderAssistant
Users are equipped with a comprehensive manual outlining the steps to assign the Office 365 Archive Policy and Deletion Policy. Typically, it may require up to 7 days for these policies to become active. However, if an immediate application is needed, you can force the retention policy to take effect right away by initiating the Managed Folder Assistant using Windows PowerShell cmdlets within your Office 365 environment.
Office 365 is great, but its built-in saving options don’t cover everything. Imagine if you could only save some of your photos to a cloud, not all of them—that's how Office 365's saving features work. They're fine for a few things here and there, but for the whole data, you'll need more.
That's where specialized backup tools come in handy. These tools are like the protectors for your Office 365 data. They can save every single part of it: all your emails, the folders everyone in your office shares, and even those old emails you've tucked away into archives. And the best part? You get to choose how and where your data gets saved. We recommend going for the Kernel Office 365 Backup and Restore tool that supports all your Office 365 backup plans.
It's a really smart move to back up your data with these tools. They keep your important information secure. In the world of data, accidents can happen—emails get deleted, data gets lost. But with a complete backup, you can always get your data back. It's all about staying safe and prepared, making sure you never lose a byte of your valuable Office 365 data.
In Office 365, you have the power to set up your own archive and deletion rules that match your company’s specific needs. This makes managing your data easy. A global administrator can put these policies in place through the Exchange admin center or by using the Exchange Management Shell. It might seem a bit complex at first, but our guide surely fixes all your problems.But, for the ultimate safety of your Office 365 data, there's something else you should consider: a professional Office 365 Backup and Restore tool. This isn't just another step—it's an essential layer of protection for your data. This utility guarantees that no matter what happens, your data is safe, secure, and recoverable. Investing in such a tool is a smart move for anyone serious about data security in Office 365.
Q - What is the default policy for archive mailbox in Office 365?
A - By default, Office 365 has a 2-year move to archive policy for mailbox folders. This means that after 2 years, emails will be automatically moved to the archive mailbox (if the user has one).
Q - How do I assign a retention policy to my mailbox in Office 365?
A - To assign a retention policy to your mailbox in Office 365, you'll first need to navigate to the Recipients menu & select the Mailboxes option. Once you've found your User Mailbox, click on Mailbox features to access the Retention policy list. From there, you can choose the specific policy that you want to apply to your mailbox, & simply hit Save to finalize your selection.
Q - Do retention policies apply to archive mailboxes?
A - When implementing a retention policy in Exchange Online, it's important to note that it will also apply to any archive mailboxes that exist. This means that emails will be moved to the archive mailbox if it's enabled & the retention policy tag has been set for two years.
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