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Symptoms
Consider the following scenario:
User A and User B both have mailboxes in Microsoft Exchange Online.
You grant User A delegate access to User B's mailbox.
User A's mailbox has a Microsoft messaging records management (MRM) retention policy that applies a default policy tag (DPT) to archive the entire mailbox.
User A's Microsoft Outlook client has shared calendar improvements enabled.
Note: Shared calendar improvements are enabled by default in all recent versions of Outlook and all channels for Outlook for Microsoft 365.
In this scenario, User A's Outlook client might display:
User B's archived shared calendar in User A's Online Archive folder.
The following folder under My Calendars or Shared Calendars:
<User B's calendar name> - Online Archive - <User A's email address>Note: Only Outlook desktop clients and Outlook on the web display the Online Archive folder. MRM archives any shared calendar items based on the DPT retention period.
Cause
After the retention period, MRM archives any shared calendar folders that are in a delegate's mailbox (including those that are listed under My Calendars and Shared Calendars) if both of the following conditions are met:
Outlook has shared calendar improvements enabled.
The MRM retention policy applies a DPT to archive the entire mailbox.
Note: If you revoke delegate access to the shared calendars, MRM doesn't remove the archived shared calendars from the delegate's Online Archive mailbox.
Workaround
To work around this issue, choose from the following options:
To prevent shared calendar items from being archived, you can use either of the following methods:
Unassign the default MRM retention policy that archives the delegate's entire mailbox. However, this approach might not be compatible with your organization's mailbox retention requirements.
Disable shared calendar improvements in Outlook. However, this approach disables important calendar features such as instant sync, and reduces Outlook's overall performance. Also, new features won't be added to the legacy shared calendar model.
Note: If shared calendar items are already archived, removing the MRM policy or disabling shared calendar improvements won't remove the archived shared calendar items or the archived shared calendar folders.
To hide shared calendars that appear in a delegate's Online Archive folder in Outlook, follow these steps:
Note
To use the following procedure, you must be the owner of the delegate's mailbox or have full access permissions to it. Run the procedure on a Microsoft Windows computer that has the Outlook desktop client installed and an Outlook profile for the delegate's mailbox.
Determine whether your Outlook installation is a 32-bit or 64-bit version by checking File > Office account > About Outlook.
Download and extract the latest 32-bit or 64-bit MFCMAPI release to match your Outlook installation.
Important
Although the MFCMAPI editor is supported, be careful when you use it to change mailbox settings. Using the MFCMAPI editor incorrectly can permanently damage a mailbox.
Make sure that Outlook is closed, and then run MFCMapi.exe. If the MFCMAPI startup screen appears, close it.
Open the Choose Profile window by selecting Session > Logon.
Select the Outlook profile for the delegate's mailbox, and then select OK.
Open the online archive store by double-clicking Online Archive.
In the left pane, expand Root Container > Top of Information Store > Calendar, and then select the shared calendar folder.
In the right pane, open the Property Editor window by double-clicking the PR_ATTR_HIDDEN property.
Select the Boolean checkbox, and then select OK.
Note: If you need to hide additional calendars, repeat steps 9 to 11 for each calendar.
Exit the application by closing all MFCMAPI windows.
Start Outlook and verify that the delegate's Online Archive folder no longer displays the shared calendar.