Forum Discussion
John Twohig
Jan 27, 2022Iron Contributor
Apply Retention Policy to Default (Sent and Deleted) Folders
In Exchange Online we have a shared mailbox where I want to have a policy to delete everything more than a year old from the Sent Items and Deleted Items folders. I created a Retention Label (Del...
- Feb 02, 2022You cannot assign such tags manually, you configure them in a policy and they apply to the corresponding folders. If you want to assign it via Outlook/OWA, you need to create a "Personal" tag.
Moreover, the default "Deleted items" tag will be ignored if used in the default MRM policy, this is a change Microsoft made few years back, as apparently too many users were complaining about items in the Deleted items folder being deleted. Go figure. Anyway, the change sticks, and nowadays it's best to create a different policy, assign a Delete Items tag to it, then assign it to the user(s) in question.
VasilMichev
Jan 28, 2022MVP
As you want to target specific folders only, you need to use old-style Exchange retention tags/policies. Not the ones in the compliance center.
John Twohig
Jan 31, 2022Iron Contributor
I have some of both. I can apply either kind to most folders but neither is available to apply to Sent or Deleted items folders.
- VasilMichevJan 31, 2022MVPThose are Default folder, so you'll need a tag of the corresponding "kind". Or a Personal tag.
- John TwohigJan 31, 2022Iron ContributorWhat do you mean by corresponding kind of tag? It is a shared mailbox so it needs to be set up on the server not something on someone's personal client.
Or am I trying to do something the hard way? There must be others who don't want their Sent and Deleted items to grow forever so there must be some way to control it.- VasilMichevFeb 01, 2022MVPRetention tags come in few varieties, one is for "default folders" such as Inbox, Deleted Items, etc. To automatically apply a tag to such folder, the tag itself needs to be of the corresponding kind/type, which you specify upon creation. You can also apply a personal tag, but that a user-level operation, so harder to automate. Read here: https://docs.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/default-folders