Apply auto archive to a shared mailbox

Question

Is there any way to apply an Auto Archive rule to a shared mailbox in the same way you can with a licenced mailbox? I have a case where shared mailbox owners want automatic delete policy for inbox on functional mailboxes. I know this can be done with Retention Tags, but I'm trying to minimize the amount of changes being made.

If I look at an Inbox properties in Outlook desktop client, I can set an auto archive policy to delete inbox based on any timeframe I set. This would meet the requirement. The question is, is it possible to do the same on a shared mailbox?

You can't do this in OWA, there's no "properties" menu option.

Answer 1

Auto-archive is a client-side functionality, for this to work you need to have the shared mailbox configured in Outlook as an additional account (i.e. added via File > Add account) instead of being automapped. In other words, you need to grant Full access permissions then follow the steps here: https://learn.microsoft.com/en-us/outlook/troubleshoot/profiles-and-accounts/add-shared-mailbox-as-additional-account

Once you add the shared mailbox as additional account, all Outlook functionalities will be enabled, and you can configure Auto-archive. Keep in mind that auto-archive will not be available for any Exchange Online mailboxes, or if the shared mailbox has an Online archive provisioned.

Answer 2

Hello, @Geezer32,

Welcome to the Microsoft Q&A platform!

Although you can apply an Auto Archive rule to a shared mailbox, but the process is a bit different from that of a licensed mailbox. Since shared mailboxes don't typically have their own archive policies set via the Outlook desktop client. In Exchange Online, the management and policy application of shared mailboxes typically relies on the use of server-side retention policies, or retention labels as you mentioned.

I understand that you want to minimize the amounts of changes made, but the auto-archive feature is primarily designed for use with individual user mailboxes.

If you want to set up an auto-delete policy for shared mailboxes, you'll still need to use a retention policy, and here are the simplified steps:

1.Enable Archiving for the Shared Mailbox: Ensure the shared mailbox has an Exchange Online Plan 2 license or an Exchange Online Plan 1 license with an Exchange Online Archiving license.

2.Create a Custom Retention Tag: Go to the Exchange Admin Center. Navigate to Compliance Management > Retention Tags. Create a new retention tag with the desired settings (e.g., delete items after a specific period).

3.Create a Retention Policy: In the Exchange Admin Center, go to Compliance Management > Retention Policies. Create a new retention policy and add the custom retention tag you created.

4.Assign the Retention Policy to the Shared Mailbox: Go to Recipients > Shared. Select the shared mailbox and assign the newly created retention policy.

For more details and instructions, please refer to https://learn.microsoft.com/en-us/purview/set-up-an-archive-and-deletion-policy-for-mailboxes.

If you decide to go with retention policies, here are some points you need to be aware of:

1.Retention policies are managed in the Exchange Admin Center under Compliance Management > Retention tags and policies.

2.Ensure you have the necessary permissions to both modify mailbox properties and apply retention policies.

3.Always ensure you have backups or a way to recover mail items if necessary.

Should you need more help on this, you can feel free to post back. 

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Thank you for your support and understanding.

Best Wishes,

Alex Zhang