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Troubleshooting Exchange Online Retention Policies

Understanding Retention Policies in Exchange Online
Overview
Retention policies are an important element of Exchange Online. They help companies store and protect their data, while also ensuring compliance with regulations. To understand how they work, it is important to be aware of some of the different components and settings associated with them.Retention Tags
Retention tags are used to define the type of retention policy that will be applied to a user’s mailbox. These tags can be assigned to individual users or to a group of users. There are two types of retention tags: Default Retention Tags and Personal Retention Tags.Default Retention Tags
Default retention tags are created by an administrator and are applied to all users in an organization. These tags are used to define the default retention period for a user’s mailbox. This can be set to a specific number of days, or it can be set to ‘unlimited’ so that emails are never deleted.Personal Retention Tags
Personal retention tags are created by individual users and applied to their own mailbox. These tags are used to override the default retention period for a user’s mailbox. This is useful for users who want to keep emails for a longer period of time than the organization’s default retention policy.Retention Policies
Retention policies are used to define the specific actions that should be taken when an email is received or sent. This includes what should be done with emails after they have been deleted, as well as what should be done with emails that have been marked as ‘read’. This allows administrators to ensure that emails are stored and retained in accordance with their organization’s data retention policies.Retention Policy Tips
There are a few tips to keep in mind when creating and managing retention policies.Create Multiple Retention Policies
It is important to create multiple retention policies in order to ensure that different types of data are stored and retained in accordance with their organization’s data retention policies.Test Retention Policies
It is important to test retention policies before they are implemented in order to ensure that they are working as intended.Document Retention Policies
It is important to document retention policies so that they can be easily understood and referenced in the future.Monitor Retention Policies
It is important to monitor retention policies on a regular basis in order to ensure that they are being applied correctly.Conclusion
Retention policies are an important component of Exchange Online. They help companies store and protect their data, while also ensuring compliance with regulations. It is important to understand the different components and settings associated with retention policies in order to ensure that they are being applied correctly. By following the tips outlined here, administrators can ensure that their organization’s data retention policies are being followed.
References:
Troubleshooting Retention Policies in Exchange Online

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