{"id":18745,"date":"2023-07-27T02:38:29","date_gmt":"2023-07-27T02:38:29","guid":{"rendered":"https:\/\/www.insentragroup.com\/au\/insights\/uncategorized\/enable-retention-policies-to-a-mailbox\/"},"modified":"2025-05-30T06:41:07","modified_gmt":"2025-05-30T06:41:07","slug":"enable-retention-policies-to-a-mailbox","status":"publish","type":"post","link":"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/professional-services\/enable-retention-policies-to-a-mailbox\/","title":{"rendered":"Enable Retention Policies to a Mailbox"},"content":{"rendered":"\n<p>In my previous post, we delved into the world of the Recoverable Items Folder (RIF) and explored what would happened if you exceeded the quota. \u00a0Check out the article &#8220;<a href=\"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/professional-services\/breaking-the-100gb-barrier-solutions-for-expanding-your-rif-limit-in-microsoft-365\/\" target=\"_blank\" rel=\"noreferrer noopener\">Breaking the 100GB Barrier: Solutions for Expanding Your RIF Limit in Microsoft 365<\/a>&#8220;.<\/p>\n\n\n\n<p>In this article, we\u2019re going to guide you step-by-step on how to apply a Retention Policy or enable litigation hold on your mailbox which will increase the RIF&#8217;s quota but also provide you with more than double the space you had before! So, let&#8217;s dive in and unlock the potential of your mailbox storage like never before!<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">REQUIREMENTS<\/h2>\n\n\n\n<p>To complete the steps to enable retention policies or litigation hold, you will need the following permissions in Exchange Online.&nbsp;<\/p>\n\n\n\n<p>To apply Retention Policies, you need the following permissions:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Organisation Management&nbsp;<\/li>\n\n\n\n<li>Recipient Management&nbsp;<\/li>\n\n\n\n<li>Records Management<\/li>\n<\/ul>\n\n\n\n<p>To create or edit Retention Policies, you need the following permission:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Compliance Administrator Role&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-table\"><table style=\"border: 1px solid #f35905;\"><tbody><tr><td style=\"background-color: #f35905; color: #ffffff; border: 1px solid #f35905\"><strong style=\"color: #ffffff;\">NOTE<\/strong>&nbsp;<\/td><td style=\"border: 1px solid #f35905\" >If you have Global Administrator rights, then you will already have the permissions to add, edit and apply retention policies in M365&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">CREATE AND ENABLE A RETENTION POLICY<\/h2>\n\n\n\n<p>Before you can apply a retention policy, you\u2019ll need to have one already configured. Don\u2019t stress, the first part of this article will take you through creating a basic retention policy that most organisations tend to create. We will be creating a policy that retains data \u201cindefinitely\u201d. What does this mean? In a nutshell, it means the data will never be purged from Exchange Online &#8211; even if the end-user deletes it from their mailbox.&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\" start=\"1\">\n<li>Navigate to the M365 Admin Portal, once there:<\/li>\n\n\n\n<li>Navigate to the Compliance Administration portal (or the Microsoft Purview Compliance portal as it\u2019s now known)<\/li>\n\n\n\n<li>From here, select Data lifecycle management then Microsoft 365 and finally Retention Policies<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2023\/07\/image.png\" alt=\"\" class=\"wp-image-20570\" title=\"\"><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"4\">\n<li>Select New retention policy<\/li>\n\n\n\n<li>Input a name for the policy (e.g. Retain Data Indefinitely) then click Next<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2023\/07\/image-1-1024x478.png\" alt=\"\" class=\"wp-image-20571\" title=\"\"><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"6\">\n<li>Select Static and click Next<\/li>\n\n\n\n<li>For this article we will only focus on Microsoft Exchange so that\u2019s the only location we will toggle on with all recipients enabled and click Next &nbsp;<br>Note: You can also change the scope to manually enable the policy for a selected group of recipients if you prefer<\/li>\n\n\n\n<li>In this section, we define the retention period. To retain data indefinitely, the second radio button will need to be selected like below:<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2023\/07\/image-2-1024x557.png\" alt=\"\" class=\"wp-image-20572\" title=\"\"><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"9\">\n<li>Once selected, click Next<\/li>\n\n\n\n<li>Then to finalise the policy creation, click Submit<\/li>\n<\/ol>\n\n\n\n<p>There you have it! You have successfully created a retention policy to retain data indefinitely!&nbsp;<\/p>\n\n\n\n<p>Now if you limited the selection scope to manual (i.e. excluded all recipients), then the next section will take you through applying a retention policy to a mailbox in Exchange Online.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">ENABLE RETENTION POLICY ON A SPECIFIC MAILBOX<\/h2>\n\n\n\n<p>To assign a retention policy to a mailbox, you will need to access the Exchange Online Admin Centre (EAC).&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\" start=\"1\">\n<li>In the EAC, select a mailbox from the recipients view (or mailboxes under the recipients menu from the new EAC view)&nbsp;<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2023\/07\/image-3.png\" alt=\"\" class=\"wp-image-20573\" title=\"\"><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"2\">\n<li>Then select \u201cMailbox\u201d from the menu on the new window<\/li>\n\n\n\n<li>At the bottom, you\u2019ll see \u201cRetention Policy\u201d and you will be able to select \u201cManage mailbox policies\u201d. This should take you to the selection screen<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2023\/07\/image-4.png\" alt=\"\" class=\"wp-image-20574\" title=\"\"><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"4\">\n<li>From the Retention Policy dropdown, select the policy you want to apply and submit to save the settings<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img fetchpriority=\"high\" decoding=\"async\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2023\/07\/image-5.png\" alt=\"\" class=\"wp-image-20575\" width=\"610\" height=\"470\" title=\"\"><\/figure>\n\n\n\n<ol class=\"wp-block-list\" start=\"5\">\n<li>Double Double-click on the mailbox or recipient you wish to enable the policy against to bring up the edit window&nbsp;<br>Note: You can select more than one mailbox here.<\/li>\n\n\n\n<li>Follow the prompts and submit to save the settings&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>For any questions, feedback, or assistance, please don&#8217;t hesitate to <a href=\"https:\/\/www.insentragroup.com\/au\/contact\/\" target=\"_blank\" rel=\"noreferrer noopener\">contact us<\/a>! Our team is here to help you make the most of your mailbox storage.\u00a0<\/p>\n\n\n\n<p>Stay tuned for our next article, where we&#8217;ll cover how to <a href=\"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/professional-services\/how-to-manage-the-rif\/\" target=\"_blank\" rel=\"noreferrer noopener\">manage the RIF size and prevent it from getting full!<\/a>\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In my previous post, we delved into the world of the Recoverable Items Folder (RIF) and explored what would happened if you exceeded the quota. \u00a0Check out the article &#8220;Breaking the 100GB Barrier: Solutions for Expanding Your RIF Limit in Microsoft 365&#8220;. In this article, we\u2019re going to guide you step-by-step on how to apply&hellip; <a class=\"more-link\" href=\"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/professional-services\/enable-retention-policies-to-a-mailbox\/\">Continue reading <span class=\"screen-reader-text\">Enable Retention Policies to a Mailbox<\/span><\/a><\/p>\n","protected":false},"author":9,"featured_media":18758,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[25],"tags":[],"class_list":["post-18745","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-professional-services","entry"],"_links":{"self":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/18745","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/users\/9"}],"replies":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/comments?post=18745"}],"version-history":[{"count":7,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/18745\/revisions"}],"predecessor-version":[{"id":18760,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/18745\/revisions\/18760"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/media\/18758"}],"wp:attachment":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/media?parent=18745"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/categories?post=18745"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/tags?post=18745"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}