Manage your retention policy

In the previous tip we talked about how to use your archive mailbox, using the retention and archiving tips. But not every business has the same needs, not every company is using the same retention & archiving time, …

So in some point in time we want to customize or even make our own retention & archive policy. Some basics: a retention policy consists of or or multiple retention tags. A user gets a retention policy assigned to him or her.

Step 1 Create your own Retention Tag

Go to Admin > Exchange > Compliance Management > Retention Tags

When we create a new tag we have to chose if that tag is going to be assigned automatically to the entire mailbox, a default folder or you can also decide to let the end user decide.

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In this example we create a Personal assignable Retention Tag: 6 months move to Archive.

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Step 2: Add Retention Tag to Retention Policy

Edit the Retention Policy.

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Click on + and select the retention tag we just created, followed by a click on Add

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Click on Save to make it final. Now you can use this new retention tag in your archiving strategy.


If you’ve created a new policy, you need to assign this to the users. Go to recipients, open the user you want to give the new retention policy and assign the new policy.

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