![]() Retention in this context refers to ensuring that the data can’t be deleted until the retention period expires. Thankfully we now have a unified service that spans most Office 365 workloads. A few years ago, there were different policy frameworks for the different workloads in Office 365, showing the on-premises heritage of Exchange and SharePoint. If the default settings and options described above doesn’t satisfy the needs of your business or regulatory requirements you may have, the next step is to consider retention policies. Litigation hold settings for a mailbox Retention Policies However, I totally understand the job security it can bring when the CEO is going ballistic because something super important is “gone”. This feature is designed to be used when a user is under some form of investigation and ensures that no evidence can be purged by that user and it’s not designed as a “make sure nothing is ever deleted” policy. Note that you need at least an E3 or Exchange Online Plan 2 for this feature to be available. ![]() One option that I have seen some administrators employ is to use litigation or in-place hold (the latter feature is being retired in the second half of 2020) which keeps all deleted items in a hidden subfolder of the Recoverable Items folder until the hold lapses (which could be never if you make it permanent). Litigation Hold – the “not so secret” secret There’s no secret place where Microsoft’s support can get it back from (although it doesn’t hurt to try), hence the popularity of third-party backup solutions such as Altaro Office 365 Backup. Through native data protection in Exchange and SharePoint online they make sure that they’ll never lose your current data but if you have deleted an item, document or mailbox for good, it’s gone. If an administrator deletes an entire mailbox it’s kept in Exchange Online for 30 days and you can recover it by restoring the associated user account.Īdditionally, it’s also important to realize that Microsoft does not back up your data in Microsoft 365. Recovering deleted items in Exchange Online ![]() This opens the dialogue box where a user can recover one or more items. Where to find recoverable items in Outlook If an end-user deletes items out of their Deleted Items folder, they’re kept for another 30 days (as long as the mailbox was created in 2017 or later), meaning the user can recover it, by opening the Deleted Items folder and clicking the link. In short, a disk, server, rack, or even datacenter failure isn’t going to mean that you lose your mailbox data.įurther, the default policy (for a few years now) is that deleted items in Outlook stay in the Deleted Items folder “forever”, until you empty it, or they are moved to an archive mailbox. One of these copies is a lagged copy which means the replication to it is delayed, to provide the option to recover from a data corruption issue. For Exchange Online (where mailboxes and Public Folders are stored if you use them), each database has at least four copies, spread across two datacenters. There are many reasons to consider labeling data and using retention policies but before we discuss these let’s look at how Office 365 manages your data in the default state. How To Manage Retention Policies in Microsoft 365 There’s also an accompanying video to this article which shows you how to configure a retention policy, retention labels, enabling Archive mailboxes, and creating a move to archive retention tag. It’ll also cover the option of an Online Archive Mailbox and how to set one up. This article will show the options a Microsoft 365 administrator has when setting up retention policies for Exchange, SharePoint, and other Microsoft 365 workloads and how those policies affect users in Outlook. Microsoft 365 ( formerly Office 365) provides a wide set of options for managing data classification, retention of different types of data, and archiving data.
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