M365 Email Retention Policy

[newpersn]

Hello,

Been asked to look in to creating email retention policies on our M365

 

I would like to 2 policies, 1 for normal staff (lets say they have 2 years retention) and SLT staff (have 3 years retention)

 

is this possible?  

[Boredguy]

Yep we do this using the legacy tags still in Purview

Normal Staff and students all get 1 year retention, and we created an extended retention for up to 3 years for certain users (just assign that retention policy in Exchange to them)

[andy_b]

44 minutes ago, Boredguy said:

Yep we do this using the legacy tags still in Purview

Normal Staff and students all get 1 year retention, and we created an extended retention for up to 3 years for certain users (just assign that retention policy in Exchange to them)

Does this require everyone to have A3 or better licenses?

[Boredguy]

Just now, andy_b said:

Does this require everyone to have A3 or better licenses?

Nope I set it up back when we just had A1 Plus licences.  At the time the tags were under Exchange, but they moved it to be within Purview
https://purview.microsoft.com/datalifecyclemanagement/exchange/retentiontags

[Jobos]

20 hours ago, Boredguy said:

Nope I set it up back when we just had A1 Plus licences.  At the time the tags were under Exchange, but they moved it to be within Purview
https://purview.microsoft.com/datalifecyclemanagement/exchange/retentiontags

Just so I understand and I'll use @newpersn post above as an example, I make polices for 2 year delete and the other for 3 year delete. I then apply said polices against the mailbox but because we only have A1 licencing I have to apply the policies manually for each mailbox. Does that sound right?   

[Boredguy]

In the retention tags section, create the tags that you want, such as Default Mailbox Item Delete 2 years, and set retention period to be 730 days.

Once you've created the tags, go into the Retention Policies and create yourself a new Policy and add the tags you want it to have.

For example, my Extended Retention Policy has the following tag assigned

Archive E-mail 730 Days (Moves e-mails over 2 years to online Archive)

Archive Removal Policy (Deletes any e-mails over 3 years)

Deleted Items Removal (Deletes items in the "Deleted" folder over 30 days)
Junk E-Mail (Deletes items in the Junk/Spam folder over 7 days)
Sync Issues Removals (Deletes items from the Sync Issues folder over 30 day)

 

Then in Exchange, go to the person you want to have the different mailbox retention policy and pick your new one you just created.

 

If you wanted everyone to get the new restrictions, then you add the retention tags you want to the "Default MRM Policy" and remove any you don't want (which are often the self assigned ones)