How to enable Online archiving but NOT automatically move messages - Exchange Hybrid

Bob Pearman 1 Reputation point
2024-04-03T16:46:55.9833333+00:00

We currently have an Exchange Hybrid setup, with all users migrated to 365.

I would like to setup Online Archiving, but I do not want to enable the automatic movement of emails into the archive for some users. Some users want to move their emails into the archive manually. How can I accomplish this?

Microsoft Exchange Online Management
Microsoft Exchange Online Management
Microsoft Exchange Online: A Microsoft email and calendaring hosted service.Management: The act or process of organizing, handling, directing or controlling something.
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Exchange Server Management
Exchange Server Management
Exchange Server: A family of Microsoft client/server messaging and collaboration software.Management: The act or process of organizing, handling, directing or controlling something.
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Microsoft Exchange Hybrid Management
Microsoft Exchange Hybrid Management
Microsoft Exchange: Microsoft messaging and collaboration software.Hybrid Management: Organizing, handling, directing or controlling hybrid deployments.
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  1. Vasil Michev 95,581 Reputation points MVP
    2024-04-04T07:55:38.0966667+00:00

    This behavior is controlled via the retention policy (the set of retention tags) assigned to the mailbox. In Exchange Online, the default retention policy contains a tag that will move messages older than 2years to the archive. You can either update said policy (appropriate solution if you want to change the behavior for all users) or create a new one and assign it as needed (more suitable when you want to change the behavior for few users only). Here's the relevant documentation: https://learn.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/retention-tags-and-policies

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  2. Jake Zhang-MSFT 1,230 Reputation points Microsoft Vendor
    2024-04-04T07:55:50.5833333+00:00

    Hi @Bob Pearman ,

    First of all, I want to explain that if the online archive is enabled, its MRM function can automatically move the email to the file mailbox through the default Exchange retention policy. This default retention policy will be automatically allocated to each mailbox.

    If you want a specific user to manually move their email into the archive, I recommend a solution to you:

    Do not apply any Retention Policy to the specific users, you can set it in Exchange Admin Center Online, and you can refer to the screenshot below.

    test

    If the problem persists, please feel free to comment me and I will be glad to help you out！