Forum Discussion
How to set the retention Policy for Microsoft Teams Files
- Hi Arthur_wang
Here is how to set a retention policy for Teams chats and conversations
https://docs.microsoft.com/en-us/microsoftteams/retention-policies
Here is for SharePoint and OneDrive
https://docs.microsoft.com/en-us/microsoft-365/compliance/retention-policies-sharepoint?view=o365-worldwide
Teams is a converged application. Files in Teams go into SharePoint (For Teams files) or OneDrive (for personal files). Setting the retention policy on SharePoint and OneDrive files is therefore setting it for files in Teams
To specify which SharePoint sites and OneDrive accounts would be when you are creating the policy - see here
https://docs.microsoft.com/en-us/microsoft-365/compliance/create-retention-policies?view=o365-worldwide#configuration-information-for-sharepoint-sites-and-onedrive-accounts
Hope that answers your question
Best, Chris
Here is how to set a retention policy for Teams chats and conversations
https://docs.microsoft.com/en-us/microsoftteams/retention-policies
Here is for SharePoint and OneDrive
https://docs.microsoft.com/en-us/microsoft-365/compliance/retention-policies-sharepoint?view=o365-worldwide
Teams is a converged application. Files in Teams go into SharePoint (For Teams files) or OneDrive (for personal files). Setting the retention policy on SharePoint and OneDrive files is therefore setting it for files in Teams
To specify which SharePoint sites and OneDrive accounts would be when you are creating the policy - see here
https://docs.microsoft.com/en-us/microsoft-365/compliance/create-retention-policies?view=o365-worldwide#configuration-information-for-sharepoint-sites-and-onedrive-accounts
Hope that answers your question
Best, Chris
My understanding based on this article was that Teams files get covered by the Microsoft 365 Groups location. Your guidance seems to indicate that they get covered by the SharePoint location (as is indicated in a few other places such as this). I know the features and guidance keeps evolving so mayb e it has changed since this post was published.
Any chance you can confirm your understanding of what location should be used for the Teams files?
Thank you!
Yeah it keeps changing 😄
At the current time,
- Files in Standard Teams Channels in Microsoft 365 connected teams are covered under Microsoft 365 Groups
- Files in Private Channels are covered under SharePoint (think of this as SharePoint Sites not connected to Microsoft 365 Groups)
- Files in Files App > OneDrive are covered under OneDrive
Did a blog earlier this year to clear up the confusion
Teams Real Simple with Pictures: Retention Policies on Private Channels – @Microsoft365Pro
Hope that makes sense 😄
Best, Chris
Thanks ChrisHoardMVP! Sorry I am just getting to the last message. Yes, that made sense and I verified that through my testing as well 🙂
- Hello, emails and files that you use with Teams aren't included in retention policies for Teams. Only chats, channel messages and private channels messages. This data is stored in Azure and as compliance records in a hidden folder in the mailboxes of each user included in the chat, and a similar hidden folder in a group mailbox for Teams channel messages.
Private chat files are stored in the sender's OneDrive folder and files shared within a conversation are automatically added to the underlying SharePoint document library.
A retention policy applied to a Microsoft 365 group includes the group mailbox and SharePoint teams site. Files stored in the SharePoint teams site are covered with this location, that is the default value.
Thanks so much for your reply.
We want to make sure if we set the retention policy for the OneDrive account, will all of the files (some belong to Teams and some not) in OneDrive for Business be deleted or just the files (chat file) belong to Teams will be deleted.
We want to set a policy that just deletes the files belong to teams and have no effect on other personal files.
Thanks so much.
this might be the perfect answer.
Also
to get a quick look (not a detailed documentation) on how retention policy works ,click on the link below.
It is a Microsoft Tech community blog Post!
