Adjusting Version Retention for Outlook Data Files

Question

Recently there is an email for all Microsoft 365 admins about Adjusting Version Retention for Outlook Data Files. This is more confusing, couldn't understand about the PST file version and how it get updated. Can someone please explain..

The MS email as follows
Adjusting Version Retention for Outlook Data Files (PST File Type)

Starting August 16 2021, we'll be introducing new retention policies for Outlook Data Files (PST File type) Versions to prevent them from consuming storage capacity for OneDrive & SharePoint Online.

The new policy will limit the number of PST versions retained, resulting in greater storage capacity from PST version storage.
• With this new retention policy, PST file versions will be retained for up to 30 days.
Key points:
• Timing: August 13, 2021
• Action: To opt out, prepare and execute a SharePoint Online Management Shell cmdlet (Set-SPOTenant cmdlet)
• Review, assess and to opt out, take action by August 13th, 2021

How this will affect your organization:
As part of the change, up to 30 PST versions in 30 days will be retained. Document libraries will be updated with new PST limits. Once this change is rolled out to your tenant, PST versions older than 30 days will be permanently deleted.

If you wish to opt out of the PST version retention update, you will need to execute a SharePoint Online Management Shell cmdlet (Set-SPOTenant cmdlet). This cmdlet will need to be executed by August 13th 2021. Without the cmdlet, your tenant will be updated to the new versioning settings on August 16th 2021.

If the tenant opts out:
• Existing libraries will not get the new PST setting and version retention for existing libraries will work the way it does today.
• Any new libraries or sites created after the policy is turned on, will get the new behavior.

What you need to do to prepare:
If you wish to opt out of the PST versioning setting update, you can start today by using SharePoint Online Management Shell cmdlet.

Answer 1

I got the right answer as below,

There will be a file version created whenever a file stored in SPO or ODB is accessed. This file version for PST file is limited to 30 versions or 30 days. This is applicable only for PST file.

Obviously this doesn't mean that we can store the huge PST file in the ODB but in certain unavoidable cases this will help to save the space of the versioning files.

Answer 2

This is for scenarios where people store PST files in ODFB... which they really shouldn't be doing, as there are tons of problems with that. The change in particular aims to address the issue of PSTs "eating" your storage quota. It will not affect any other file types, so nothing to worry about. And if you are storing PSTs in ODFB, it's time to rethink your processes.

Answer 3

Hi @Sabarish Natarajan ,
This means you back up and store Outlook date file (.pst file) in OneDrive & SharePoint. In order to avoid taking up too much space, the retention period and number of .pst files backed up in OneDrive & SharePoint will be limited later. It will not affect your local .pst file.

But backing up the .pst file in OneDrive & SharePoint is not recommended, because the .pst file may take up a lot of space, and backing up the .pst file in the cloud may also be damaged.

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