moving items can change their retention policy

I have some customer that they want to move to archive oldest messages and retain everything for some years. The Managed Folder Assistant, a mailbox assistant that runs on Mailbox servers, processes mailboxes that have a retention policy applied. Allowing the user to assign personal tags to custom folders and individual items. From a retention perspective, the primary mailbox and online archive should not be looked at as separate entities. HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Outlook\Contact\DWORD: ConfirmAddressValue: 0 or 1. Just an update to the doc. Microsoft 365 retention policies process both the primary and archive mailboxes, so if we leave the default archive tag in place, MFA will respect its instructions to move items to the archive, and then respect the policy settings to remove items.. License: I forgot to close Outlook before deleting the data the first time. On the other hand, if you intend to continue moving items from primary mailboxes to archive mailboxes as part of your retention strategy, you must keep the default archive tags in mailbox retention policies. 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? Limit the use of Exchange Online mailbox retention policies to moving messages into archive mailboxes. This setting is stored in the following registry key: HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Word\DataValue: SettingsWordMail. By default, a folder will automatically use any policy that's already been assigned to its parent folder. Move messages to archive mailboxes after a specified period. Outlook 2019 accesses POP3 but says its offline (because of IMAP servers?). Briefly, the advantages boil down to the ability to control retention for default folders like the Inbox and the availability of the move to archive action. Items are moved to the Recoverable Items folder in Exchange Server in the mailbox and preserved until the deleted item retention period. You do not need a license to use Microsoft 365 retention policies unless you use advanced features like auto-label retention policies. Explicitly assign tag wins over an implicit tag. If an item is moved to a folder that doesn't have a tag assigned, the DPT is applied to it. they reach a certain age limit. To learn how retention age is calculated for different types of items, see How retention age is calculated in Exchange Server. @Jaycekakay - thank you very much. 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. In this strategy, we remove Exchange personal, folder, and default tags from the set of mailbox retention policies assigned to user mailboxes and replace them with retention policies and label publishing policies. This month w What's the real definition of burnout? The DPT with the Move to Archive action must have a lower retention age than the DPT with a deletion action. However, if you delete the tag, the tag definition stored in Active Directory is removed. 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. Yes, that is exactly what I have got at the moment. Each dialog that has been disabled is listed in this value as a number, separated by commas. The retention age for non-recurring items (such as email messages) is calculated differently than items that have an end date or recurring items (such as meetings and tasks). 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. You MRM in Exchange Server and Exchange Online is accomplished by using retention tags and retention policies. For details, see. Expand Distribution list dialog (Outlook 2003 and up): View menu, View in Internet Zone to view an HTML message in the Internet zone (Outlook 2003 and earlier). As you can see, retention tags are used to apply retention settings to folders and individual items such as email messages and voice mail. The Assign Policy command is missing on the ribbon. In Outlook, and Outlook on the web, expired items are displayed with the notification stating 'This item has expired' and 'This item will expire in 0 days'. If your version of Outlook doesn't have this option, you'll need to delete the CtrlEnterSends DWORD from the following key, where xx is your version of Outlook.HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Outlook\Preferences, If CtrlEnterSends value is not there, look for it in the HKey_Users hive:HKEY_USERS\S-1-5-21-4258444267-1753787663-1470392329-1002\Software\Microsoft\Office\xx.0\Outlook\Preferences. The Default MRM Policy is applied automatically to new mailboxes in Exchange Online. Makes sense. MS give us a solution after a lot of tentatives but Im not convinced about the solution. When I did a "Clear Offline Items" to force Outlook to re-download the Sent Items folder it now only shows what I was expecting. for example: to upload screenshots, select the use rich formatting button in the forum, and then click insert /edit media like the picture shows below: tips: please mask your private information in the screenshots. Applying default policy tags (DPTs) to mailboxes to manage the retention of all untagged items. You can supplement those policies with EXO mailbox retention policies that have a single default archive tag (remove all the other tags if you want to use the Default Mailbox Retention Policy). The updated policy is applied to mailboxes the next time they're processed by the Managed Folder Assistant. This causes the Managed Folder Assistant to process all items in a mailbox and restamp the ones that have the removed tag applied. This is by design to avoid any confusion about items in a folder in the archive having a different expiry behavior than the same folder in the user's primary mailbox. I have gotten to the \Word\Data\SettingsWordMail section. This age indicates the number of days to retain a message after it arrives in the user's mailbox. Remove all messages after a specified period. Exchange Retention is the ability to retain and delete information in Microsoft Exchange Online. Deleting a tag removes it from any retention policies in which it's included. Changes are processed by the server and will appear within 24 hours. Opens a new window. Users can apply personal tags to folders they create or to individual items. 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. Allowing the user to assign personal tags to custom folders and individual items. To continue this discussion, please ask a new question. following screenshot: Then add it to the retention policy and apply it to the To create a retention policy login to the Microsoft 365 admin center, expand Admin centers, and click on Compliance. Create replacement Microsoft 365 retention labels with the same retention settings and publish the labels to users. Retention policies You can configure the Managed Folder Assistant to process all mailboxes on a Mailbox server within a certain period (known as a work cycle). 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. On the other hand, you might be able to rationalize label publishing to a smaller set of policies. To make the changeover seamless, use the same name for both personal tags and retention labels. Fantastic piece ! Existing items that have been stamped with that tag continue to be processed by the Managed Folder Assistant based on those settings and any retention action specified in the tag is applied to those messages. When you enable a retention tag, you must specify a retention age for the tag. If the Assign Policy command is missing on the ribbon, it might be in the overflow menu. Steps to change this setting are here. Dialog seen when you work online with an Exchange server account and add an address to the Junk email list: Open HTML message in Internet browser (Outlook 2007). Deleting content permanently at the end of the retention period. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums. Once I synced the naming and cleaned up those ineffective tags the results were almost immediate. MRM makes it easier to keep messages needed to comply with company policy, government regulations, or legal needs, and to remove content that has no legal or business value. If a user tags an item believing it will never be deleted, enabling the tag later may result in unintentional deletion of items the user didn't want to delete. 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. Users can apply retention labels to any folder they create. The same is true for tags with the Move to Archive action. In the Navigation Pane, right-click a mail folder to bring up the shortcut menu and select Properties. Messaging Retention Management (MRM), which helps you keep, archive, and delete information in exchange mailboxes. MFA runs on a weekly workcycle basis, so it can take up to 7 days before new labels show up. Before discussing the details about each of these retention features, it's important to learn how the features are used in the overall MRM strategy. Great article, as always. Select the document type you need to change. Retention policies and creating a new one Last reviewed on May 24, 2022 24 Comments. so the retention policy are based on the There might be a changeover period of a few days when both retention labels and retention tags appear in the lists displayed in clients, but this is a matter of timing (label publication), and MFA will resolve the duplication over time. We recommend adding no more than 10 personal tags to a retention policy. Folder tags exist to apply retention settings to default Exchange mailbox folders such as the Inbox, Sent Items, and Deleted Items. The Signature or Stationery and Fonts button doesnt work, Exchange Account Set-up Missing in Outlook 2016, Sync Calendar and Contacts Using Outlook.com, Submit New or Updated Outlook and Exchange Server Utilities. Users can also use the Exchange admin center (EAC) to select additional personal tags that aren't linked to their retention policy. After accepting a meeting request while in the Calendar, the meeting request in the Inbox will have a "no response required" button when viewed in the reading pane. Users no longer have to file items in managed folders provisioned by an administrator based on message retention requirements. Look for the PONT_STRING value:REG_SZ: 31,37,8,23. 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 RPT or PT. Remove messages based on folder location. You can also disable a retention tag to temporarily suspend items with that tag from being processed.
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