Outlook 2016 MSI - Possible to make work with O365 modern Auth & Win7? We also discuss how to speed up the process by finding guest accounts that are missing photos so that the script can focus on those accounts. For example, you could have a mailbox retention policy with: In this configuration, items stay in the primary mailbox for a year and then move to the same folder in the archive mailbox and stay there for another six years. In Outlook and Outlook on the web, personal tags with the Move to Archive action appear as Archive Policy, and personal tags with the Delete and Allow Recovery or Permanently Delete actions appear as Retention Policy, as shown here: Users can apply personal tags to folders they create or to individual items. I have a number of retention policies which archive email to the Online Archive depending on how much email the user gets. 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). Messaging records management (MRM) helps organizations to manage email lifecycle and reduce legal risks associated with email and other communications. Microsoft 365 retention policies operate on a container basis (the mailbox) and dont include move to archive as a retention action. MRM in Exchange Server and Exchange Online is accomplished by using retention tags and retention policies. If you allow users to select additional personal tags, all personal tags in your Exchange organization become available to them. On the Name your tag page, enter a name and optional description, and then select Next:. Note: You can't link more than one RPT for a particular default folder (such as Deleted Items) to the same retention policy. To learn how retention age is calculated for different types of items, see How retention age is calculated in Exchange Server. I wanted to enable Online archiving for users that are reaching their limit, but create a new retention policy and change the Default from Default 2 year move to archive to Default Never Delete, so that the users have control and can then assign the tag of their choice on all of their Outlook folders (Inbox and other), however I am having trouble understanding how to implement that strategy with the new Microsoft retention policies. This would use a mailbox retention policy because Microsoft 365 retention policies dont have the ability to move items to the archive. The Default Retention Policy in Exchange Online includes a tag that will move emails to the archive mailbox (if enabled) after two years. Users can apply a retention policy to user-created folders or subfolders and individual items (including subfolders and items in a default folder), but not to default folders. To apply policies to specific default folders, like delete all Deleted Items after 30 days or delate all Junk Mail after 30 days, would we have to use Exchange policy for that vs. M365 Retention Policy or Labels? This feature requires a Microsoft 365 administrator account. If youre in a hybrid organization, being able to apply the same retention settings to on-premises and cloud mailboxes might be deemed another advantage. When checked, a registry key is set that lets Outlook know that you never want to see that dialog again. Throttle-based assistants are always running and don't need to be scheduled. So you need to create a new Retention Policy Tag as the Many of Microsoft Outlook's dialogs have a "Never show this dialog again" checkbox. Exchange Server mailboxes only. On the other hand, you might be able to rationalize label publishing to a smaller set of policies. You can't screw it up. During long absences from work, users may accrue a large amount of e-mail. Why is this the case? (Outlook 2007 SP2 and later). 2 To move Calendar items from Primary to Online Archive mailbox, create a Default Policy Tag and apply it to the mailbox. Vista: Vista does not expose this dialog so you'll need to edit the registry. I have some customer that they want to move to archive oldest messages and retain everything for some years. Personal tags are a premium feature. However, if you delete the tag, the tag definition stored in Active Directory is removed. Admin's Guide to Exchange Online Retention | SysCloud When users are temporarily away from work and don't have access to their e-mail, retention settings can be applied to new messages before they return to work or access their e-mail. You can also create retention tags with retention disabled or disable tags after they're created. Thank you! Deleting a tag removes it from any retention policies where it's included. As mentioned earlier, a retention policy can have one DPT that uses the Move to Archive action and one DPT that uses either the Delete and Allow Recovery or Permanently Delete action. What do I do next to delete it? I can highlight that but am afraid to delete it. Our weekly Outlook & Exchange newsletter (bi-weekly during the summer). In the pop-up dialog box, type the name you want to assign the retention policy. The Managed Folder Assistant, a mailbox assistant that runs on Mailbox servers, processes mailboxes that have a retention policy applied. I pressed F3 and did a search on PONT_STRING, but it found nothing. See the list of supported default folders in Default folders that support Retention Policy Tags. MFA makes sure that the set of retention policy labels displayed to users includes both Exchange tags and Microsoft 365 labels. After the migration I have enabled archive at destination mailbox. Outlook dialog about retention policy - Outlook Forums by Slipstick.com If you currently use messaging records management, this older feature will continue to work side-by-side with retention policies and retention labels. You can also see two personal tags with move to archive actions listed on the top of the set. Flashback: May 1, 1964: John Kemeny, Mary Keller, and Thomas Kurtz at Dartmouth College introduce the original BASIC programming language (Read more HERE.) The dialog when you reply to a message requesting read receipts: Is turned off and on in Tools, Options, Preferences, Email Options, Tracking with the choices of always respond, never respond, or ask each time. You can configure the Managed Folder Assistant to process all mailboxes on a Mailbox server within a certain period (known as a work cycle). About halfway down is the option to use Ctrl+Enter to send. Microsoft 365 retention policies target the entire mailbox. 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. When the mailbox is processed again, the folder reverts to the Delete - three Years tag. In these cases, consider the additional time it may take the users to catch up on their mail before removing them from retention hold. Separating MRM functionality from users' Inbox management and filing habits. If the user doesn't have an archive mailbox, no action is taken. 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. We have retention policies configured for moving items older than 1 year to the online archive mailbox. Users can apply retention labels to any folder they create. To enable users to select additional tags via OWA, you must add the MyRetentionPolicies Role to the user's role assignment policy. As illustrated in the preceding figure, retention tags are used to apply retention settings to folders and individual items such as e-mail messages and voice mail. Moving items can change their retention policy. 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. To apply one or more retention tags to a mailbox, you need to add them to a retention policy and then apply the policy to mailboxes. How do I control this setting by GPO? Retention Policies are processed by a scheduled task that runs every 7 days. Opens a new window. Your suggestion to make 365 retention labels the same as those in Exchange On Prem worked for me. Question about installing my Gmail account on my iPhone but still getting messages downloaded to my desktop Outlook. They are no longer available in the new Exchange admin center. Burnout expert, coach, and host of FRIED: The Burnout Podcast Opens a new windowCait Donovan joined us to provide some clarity on what burnout is and isn't, why we miss Time difference between Outlook and Teams, Intune repeatedly uninstalling software - then re-installing it, New MS365 OWA Can't share folder - btconnect, https://docs.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/default-folders. 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). In the Navigation Pane, right-click a mail folder to bring up the shortcut menu and select Properties. Name: Enter a name for the retention tag.The tag name is for display purposes and doesn't have any impact on the folder or item a tag is applied to. Hi Tony, thank you for this article. When a retention tag is removed from the retention policy applied to a mailbox, the tag is no longer available to the user and can't be applied to items in the mailbox. 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. How to sync (one way) contacts between two Outlook (exchange) accounts? That should be the only reason why you can't see the pont_string key. Limit the use of Exchange Online mailbox retention policies to moving messages into archive mailboxes. Watch this video for a quick overview of how to apply retention tags and a retention policy to a mailbox in Exchange Online. 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. Managing Mailbox Retention and Archiving Policies in Microsoft 365 - Altaro Retention policy change - Microsoft Community In the pop-up dialog box, name the tag, choose the retention action, and specify the retention period as shown below: Step 2: Configure the retention policy Under 'Retention Policies', select the '+' icon. We keep this to ensure that MFA continues to move items to the archive mailbox after the tags retention period expires (in this case, 1095 days, or 3 years). As Microsoft 365 retention policies apply the same settings across all mailbox folders, no further need exists for these folder tags, so we can remove the folder tags from mailbox retention policies. Items in both primary and archive mailboxes will be deleted after seven years. One RPT for each supported default folder. To apply one or more retention tags to a mailbox, you must add them to a retention policy and then apply the policy to mailboxes. Great article, as always. Retention policy tags are created for default folders such Unified retention policy in Office 365 can help you achieve all these goals. Is there any licensing implications with retention policies, in particular for shared mailboxes? To continue this discussion, please ask a new question. The dialog comes up when you change an HTML formatted message to plain text or paste images into a plain text message body. Users can apply archive policies to default folders, user-created folders or subfolders, and individual items. Look for the PONT_STRING value:REG_SZ: 31,37,8,23. Dialogs which do not use PONT_STRING:Send using Ctrl+Enter | Read Receipt ResponseHTML/Plain text Compatibility Checker | File Open or Save Checkbox. It also reprioritizes existing mailboxes that haven't been processed successfully due to failures and moves them higher in the queue so they can be processed during the same work cycle. Missing Outlook data files after upgrading Windows? Users often know best what type of content they're working with, so they can classify it and have the appropriate policy applied. Now what do I delete? This causes the Managed Folder Assistant to process all items in a mailbox and restamp the ones that have the removed tag applied. He is the lead author for the, Moving to Microsoft 365 Retention Policies, Maximizing the Benefit of Both Types of Retention, Microsoft 365 retention policies last September, adaptive scopes to identify target locations, https://docs.microsoft.com/en-us/microsoft-365/compliance/retention?view=o365-worldwide#the-principles-of-retention-or-what-takes-precedence, 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, InfoSec tips from TEC Europe, Copilot in Viva, SharePoint Adds Ads?