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Creating a retention and archiving policy for mailboxes - Office 365

Anonymous
2022-12-07T17:29:07+00:00

Hello,

We are trying to create an archiving and retention policy for our organization on users mailboxes. Before moving to Office 365 we would automatically archive any emails that were older than 18 months.

We've been on Office 365 for some time now and without a retention and archiving policy we're noticing the outlook data files sizes getting quite large.

I've followed this step by step provided by Microsoft to the letter, and still I have emails older than 18 months in my Outlook. https://learn.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/create-a-retention-policy

This is using "Exchange (legacy)" in Microsoft Purview as opposed to "Microsoft 365" because there are no settings in "Microsoft 365" for archiving items, just deletion. We do not want to permanently delete anything for up to 5 years for compliance reasons.

We are using Hybrid Active Directory but we have no on-premise Exchange server. We are fully in the cloud when it comes to Exchange.

I've noticed other people have had issues with this but have not been able to find anyone's solution. Please let me know what I'm missing here.

Thanks,

Microsoft 365 and Office | Subscription, account, billing | For business | Other

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  2. Anonymous
    2022-12-07T20:40:35+00:00

    Dear Hunter Bisson,

    Good day! Thank you for posting to Microsoft Community. We are happy to help you.

    I understand that you have a concern on Outlook Shared.

    Thank you for your time and efforts on troubleshooting this from your end.

    If you recently created the policy could you kindly connect to exchange online PowerShell to expedite the archiving process and run the following command :

    • Start-ManagedFolderAssistant -Identity "Chris"

    This example processes the mailbox for a user with the alias Chris. This manually trigger the assistant to process a specified mailbox.

    Meanwhile for such scenario regarding retention and archiving we recommend to open a service request with our online technical team so that they advice accurately with specific diagnostics run on your tenant from backend to provide a qualified resolution. The other reason we recommend to open a service request is because we have limited access and permissions to collect detailed information for your scenario on this forum platform.

    You can contact online technical support team via Get support - Microsoft 365 admin | Microsoft Learn using Online support. Our professional engineer can help to check details remotely and provide further support.

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    Thank you for your understanding and Thanks for your cooperation.

    Sincerely,

    Anesu | Microsoft Community Moderator

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