Office 365 allows its users to control the features settings as per their need. Archiving data is an important aspect for storage maintenance and security of old data as well. But when we archive Office 365 mailboxes data, it is to be noted that there are certain time limits set by default for those archived emails in a separate folder crossing which the mailbox gets deleted from there permanently.
Let us understand with an example – Suppose, you have deleted about 20 old or unused mailboxes from your Office 365 account and those mailboxes get saved in the archived mailbox. Office 365 has a set retention period for deleted mailboxes, say 3 years. When this period is completed, all the 20 mailboxes in the archived emails will get deleted forever. So, here in this article, you are going to learn how you can manage those retention policies for archiving and deleting of Office 365 mailboxes.
You must know that in Office 365, there is facility to create retention policies with options of some retention tags using which you can manage archiving and deletion of old Office 365 mailboxes items.
For performing this action, users must be a global administrator in Office 365 or with the administrative rights.
Note: When any user in Office 365 is assigned the Exchange Online license, a mailbox is created automatically for it with the Default Retention Policy, also known as Default MRM policy with default settings. But users can create and set up a new Retention Policy anytime as per the requirements.
Log in to your Office 365 account with the global administrator credentials. First task is to enable the archive mailboxes for Office 365 users. Perform this with the following steps:
For Archiving- Archiving Default Policy Tag
For Deleted Items Folder- Custom Retention Policy Tag
Similarly, you can select the other option Delete and Allow Recovery from the Retention Action. Here, items will get deleted after a set period of time and has recover option after default set 14 days.
This will set the newly created retention policy to the user mailboxes in Office 365.Within around 7 days, this new policy will get set to the Office 365 user mailboxes. Also, if you want to save Office 365 data to a secure location, you can try the most effective and efficient third-party solution Convert Office 365 to PST software. It supports all the editions and plans of Office 365 and saves required data to Outlook PST format swiftly.Final Words
Office 365 includes all scope to manage data within it, for example – retention policies or we can say it as Office 365 mailboxes archive and deletion policies. We had discussed all the necessary steps in the policies set up procedure along with related crucial information for the users’ benefits.