{"id":17390,"date":"2025-01-24T06:21:52","date_gmt":"2025-01-24T06:21:52","guid":{"rendered":"https:\/\/www.sysinfotools.com\/blog\/?p=17390"},"modified":"2025-01-24T06:21:53","modified_gmt":"2025-01-24T06:21:53","slug":"retention-policy-in-office-365","status":"publish","type":"post","link":"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/","title":{"rendered":"How to Set Retention Policy in Office 365: Superlative Guide"},"content":{"rendered":"<div class=\"block_sum\">\n  <p>Retention policies (group of retention tags) are a set of rules created to protect Office 365 data from unusual deletion. It allows users to store the data for a specific period and avoid losses. Many users are unaware of how these retention policies can be beneficial and thus, don&rsquo;t create them. However, if you want to know more about it and create a retention policy in Office 365, dive into this blog. It provides a complete procedure to create policy and an <a href=\"https:\/\/www.sysinfotools.com\/office365-backup.php\"><strong>Office 365 Backup Tool<\/strong><\/a> for ease.<\/p>\n<div class=\"blog-btn\">\n<ul id=\"db-btn-container\" class=\"nav nav-tabs mt-4\" role=\"tablist\">\n<li class=\"nav-item\"><a id=\"windows-tab\" class=\"nav-link active\" role=\"tab\" href=\"#windows\" data-toggle=\"tab\" aria-controls=\"windows\" aria-selected=\"true\"><i class=\"icon-windows\"><\/i> Windows<\/a><\/li>\n<li class=\"nav-item\"><a id=\"mac-tab\" class=\"nav-link\" role=\"tab\" href=\"#mac\" data-toggle=\"tab\" aria-controls=\"mac\" aria-selected=\"false\"><i class=\"icon-apple\"><\/i> Mac<\/a><\/li>\n<\/ul>\n<div id=\"db-btn-containerContent\" class=\"tab-content my-2\">\n<div id=\"windows\" class=\"tab-pane fade active show\" role=\"tabpanel\" aria-labelledby=\"windows-tab\"><a class=\"sum-d-btn\" href=\"https:\/\/www.sysinfotools.com\/demo-version\/Sysinfo-Office-365-Backup-Tool_win.exe\"><i class=\"icon-windows\"><\/i> Download<\/a> <a class=\"sum-b-btn\" href=\"https:\/\/www.sysinfotools.com\/buynow\/office365-backup.php\" target=\"_blank\" rel=\"noopener\"><i class=\"icon icon-basket\"><\/i> Buy Now<\/a><\/div>\n<div id=\"mac\" class=\"tab-pane fade\" role=\"tabpanel\" aria-labelledby=\"mac-tab\"><a class=\"sum-d-btn\" href=\"https:\/\/www.sysinfotools.com\/demo-version\/Sysinfo-Office-365-Backup-Tool-mac.dmg\"><i class=\"icon-apple\"><\/i> Download<\/a> <a class=\"sum-b-btn\" href=\"https:\/\/www.sysinfotools.com\/buynow\/mac-office365-backup.php\" target=\"_blank\" rel=\"noopener\"><i class=\"icon icon-basket\"><\/i> Buy Now<\/a><\/div>\n<\/div><\/div><\/div>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<div class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/div>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/#Why_Create_Microsoft_365_Email_Retention_Policy\" >Why Create Microsoft 365 Email Retention Policy?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/#How_to_Create_Retention_Policy_in_Office_365\" >How to Create Retention Policy in Office 365?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/#Manually_Construct_Retention_Policy_in_Microsoft_365\" >Manually Construct Retention Policy in Microsoft 365<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/#How_to_Create_Retention_Policy_in_Office_365_Via_Tool\" >How to Create Retention Policy in Office 365 Via Tool?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_Create_Microsoft_365_Email_Retention_Policy\"><\/span>Why Create Microsoft 365 Email Retention Policy?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The significant reasons to set a data retention policy for Office 365 are:<\/p>\n<ul>\n<li>Comply with industry and legal regulations by specifying deletion periods.<\/li>\n<li>Reduce risk for sensitive data breaches or loss from virus infection, etc.<\/li>\n<li>Free up storage space by archiving emails that are too old or not required.<\/li>\n<li>Moreover, get quick email access, efficient cost management, and centralized control.<\/li>\n<\/ul>\n<p>These are some common factors to set up an Office 365 email archive policy. Next, let&rsquo;s figure out the procedure to set up them.<\/p>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_to_Create_Retention_Policy_in_Office_365\"><\/span>How to Create Retention Policy in Office 365?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>We can create a retention policy for free through Office 365 or Powershell. However, the manual method doesn&rsquo;t guarantee data security, and thus, a professional tool to take Office 365 backup is suggested. Find the detailed steps for the methods below.<\/p>\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Manually_Construct_Retention_Policy_in_Microsoft_365\"><\/span>Manually Construct Retention Policy in Microsoft 365<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>There are two ways to perform the creation procedure. Follow these steps:<\/p>\n<h4 class=\"wp-block-heading\">Method 1: Retention Policy Creation via O365 Compliance Center<\/h4>\n<ol>\n<li>Firstly, ensure you have <strong>admin credentials<\/strong> for your <strong>Office 365<\/strong> account.<\/li>\n<li>Now, <strong>sign in<\/strong> to the <strong>Microsoft Compliance Admin Center<\/strong>.<\/li>\n<li>Then, select <strong>Information Governance<\/strong> and click <strong>Retention Policies<\/strong>.<\/li>\n<li>Further, press on the <strong>+New Retention Policy<\/strong> and a window appears.<\/li>\n<li>Here, enter a <strong>name<\/strong> for your policy and <strong>description<\/strong> too. Click <strong>Next<\/strong>.<\/li>\n<li>Afterward, pick <strong>Static\/Adaptive<\/strong> as a type for your retention policy. Hit <strong>Next<\/strong>.<\/li>\n<li>Later, select the <strong>scope<\/strong> and <strong>locations<\/strong> to apply the retention policy. Tap <strong>Next<\/strong>.<\/li>\n<li>Subsequently, set the required <strong>retention policy settings<\/strong> for the mailbox data.<\/li>\n<li>Click <strong>Next<\/strong> and recheck the specified settings. Lastly, click <strong>Submit<\/strong> to complete.<\/li>\n<\/ol>\n<h4 class=\"wp-block-heading\">Method 2: Retention Policy in Office 365 Powershell Commands<\/h4>\n<ol>\n<li>Start <strong>Windows Powershell<\/strong> and <strong>install Exchange Online<\/strong>, if not already done. Use the command:<\/li>\n<figure class=\"wp-block-table\"><table><tbody><tr><td><em><strong>Install-Module -Name ExchangeOnlineManagement<\/strong><\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n<li>Next, to <strong>connect with Exchange Online<\/strong>, run the command:<\/li>\n<figure class=\"wp-block-table\"><table><tbody><tr><td><em><strong>Connect-ExchangeOnline -UserPrincipalName <Office 365 admin username> -ShowProgress $true<\/strong><\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n<li>In addition, run the below-given command to <strong>create a retention policy<\/strong>:<\/li>\n<figure class=\"wp-block-table\"><table><tbody><tr><td><em><strong>New-RetentionPolicy -Name &#8220;name of the policy&#8221; -RetentionAction<\/br> (Delete\/Retain\/RetainandDelete) -RetentionDuration<\/br>(Days\/Months\/Years)<\/strong><\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n<li>After that, if you need to <strong>apply<\/strong> the created <strong>retention policy<\/strong>, run this command:<\/li>\n<figure class=\"wp-block-table\"><table><tbody><tr><td><em><strong>Set-Mailbox -Identity <your mailbox name> -RetentionPolicy &#8220;name of the policy&#8221;<\/strong><\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n<li>At last, <strong>verify<\/strong> the <strong>created policy<\/strong> and <strong>disconnect<\/strong> from <strong>Exchange Online<\/strong> by these commands:<\/li>\n<figure class=\"wp-block-table\"><table><tbody><tr><td><em><strong>Get-Mailbox -Identity <name of mailbox> | Select Name, RetentionPolicy<\/br>Disconnect-ExchangeOnline -Confirm:$false<\/strong><\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n<\/ol>\n<h4 class=\"wp-block-heading\">What are the Limitations of These Manual Methods?<\/h4>\n<ul>\n<li>Admin credentials are a must, and technical knowledge is needed.<\/li>\n<li>Not suitable for large-scale user mailboxes and is time-consuming.<\/li>\n<li>Chances of delay and policy conflicts leading to failed outcomes.<\/li>\n<li>Not flexible and convenient with Non-Exchange Microsoft Services.<\/li>\n<li>Data security is at risk and chances of errors due to potential threats.<\/li>\n<\/ul>\n<p>Thus, taking backup with a professional tool can be beneficial.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_to_Create_Retention_Policy_in_Office_365_Via_Tool\"><\/span>How to Create Retention Policy in Office 365 Via Tool?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>SysInfo Office 365 Backup Tool<\/strong> can help with this task. It cannot directly create retention policies but solve your problem of data security and backup. Additionally, this tool seamlessly backups Office 365 complete mailbox data in bulk without limits. Also, it saves them in different file formats and exports them to other email clients as well. Moreover, the comprehensive tool ensures any tech or non-tech users can easily operate it and get advantages of its functionalities. Some of them are:<\/p>\n<ul>\n<li>Restoration of Outlook OST and PST files directly from the software.<\/li>\n<li><strong><a href=\"https:\/\/www.sysinfotools.com\/blog\/archive-emails-in-office-365-to-pst\/\">Archive Emails in Office 365<\/strong><\/a> and other data items like notes, contacts, etc.<\/li>\n<li>Also, supports all Exchange and Windows OS versions to backup data feasibly.<\/li>\n<\/ul>\n<h4 class=\"wp-block-heading\">Steps for Retention Policy in Office 365<\/h4>\n<ol>\n<li>Launch the software and hit the <strong>Backup<\/strong> option on the screen.<\/li>\n<li>Next,<strong> sign In<\/strong> to a <strong>Microsoft 365 account<\/strong> with admin credentials.<\/li>\n<li>Further, pick the <strong>Mailboxes<\/strong> and <strong>O365 User ID<\/strong> for backup and click <strong>Next<\/strong>.<\/li>\n<li><strong>Preview<\/strong> the entire mailbox data and select the folders to proceed. Hit <strong>Next<\/strong>.<\/li>\n<li>After that, select the <strong>file format<\/strong> or an <strong>email client<\/strong> of your choice to save.<\/li>\n<li>As per the preference, apply<strong> filters<\/strong> on the resultant data and choose a <strong>destination<\/strong>.<\/li>\n<li>At last, map the mailboxes (if required) and press the <strong>Convert<\/strong> button.<\/li>\n<\/ol>\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>To sum up, creating a retention policy is difficult but essential for data deletion, archiving, and retention. This blog specified three solutions including two manual and a professional. The manual methods via Compliance Center and Powershell have some limitations that are sometimes troublesome. But it does help to set up a retention policy in Office 365. On the other hand, use a professional tool for accuracy, data protection, and hassle-free backup.<\/p>\n<h4 class=\"faq_heading\">Frequently Asked Questions<\/h4>\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1737698922210\"><strong class=\"schema-faq-question\">Q. How to set a retention policy in Office 365?<\/strong> <p class=\"schema-faq-answer\"><strong>Ans-<\/strong> Simply follow these steps to create an Office 365 backup retention policy:<br\/>1. Firstly, open <strong>MS Compliance Center<\/strong> with the admin email address and password.<br\/>2. Next, in the <strong>Information Governance<\/strong> tab, pick <strong>Retention Policies >> New policy<\/strong>.<br\/>3. Now, provide the <strong>policy name<\/strong> and <strong>description<\/strong> and tap <strong>Next<\/strong> to specify the <strong>policy type<\/strong>.<br\/>4. Then, choose the <strong>destination<\/strong> to apply the policy and set other <strong>settings<\/strong> as required.<br\/>5. Lastly, click <strong>Next<\/strong> to <strong>review settings<\/strong> and hit on <strong>Submit<\/strong>.<\/p> <\/div> <\/div>\n\n\n<div class=\"kk-star-ratings kksr-auto kksr-align-left kksr-valign-bottom\"\n    data-payload='{&quot;align&quot;:&quot;left&quot;,&quot;id&quot;:&quot;17390&quot;,&quot;slug&quot;:&quot;default&quot;,&quot;valign&quot;:&quot;bottom&quot;,&quot;ignore&quot;:&quot;&quot;,&quot;reference&quot;:&quot;auto&quot;,&quot;class&quot;:&quot;&quot;,&quot;count&quot;:&quot;1&quot;,&quot;legendonly&quot;:&quot;&quot;,&quot;readonly&quot;:&quot;&quot;,&quot;score&quot;:&quot;5&quot;,&quot;starsonly&quot;:&quot;&quot;,&quot;best&quot;:&quot;5&quot;,&quot;gap&quot;:&quot;5&quot;,&quot;greet&quot;:&quot;Rate this post&quot;,&quot;legend&quot;:&quot;5\\\/5 - (1 vote)&quot;,&quot;size&quot;:&quot;24&quot;,&quot;title&quot;:&quot;How to Set Retention Policy in Office 365: Superlative Guide&quot;,&quot;width&quot;:&quot;142.5&quot;,&quot;_legend&quot;:&quot;{score}\\\/{best} - ({count} {votes})&quot;,&quot;font_factor&quot;:&quot;1.25&quot;}'>\n            \n<div class=\"kksr-stars\">\n    \n<div class=\"kksr-stars-inactive\">\n            <div class=\"kksr-star\" data-star=\"1\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"2\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"3\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"4\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"5\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n    <\/div>\n    \n<div class=\"kksr-stars-active\" style=\"width: 142.5px;\">\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n    <\/div>\n<\/div>\n                \n\n<div class=\"kksr-legend\" style=\"font-size: 19.2px;\">\n            5\/5 - (1 vote)    <\/div>\n    <\/div>\n","protected":false},"excerpt":{"rendered":"<p>Retention policies (group of retention tags) are a set of rules created to protect Office 365 data from unusual deletion.<a class=\"read-more ml-1 main-read-more\" href=\"https:\/\/www.sysinfotools.com\/blog\/retention-policy-in-office-365\/\">Read More<\/a><\/p>\n","protected":false},"author":1,"featured_media":17391,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[209],"tags":[],"class_list":["post-17390","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-microsoft-office"],"yoast_head":"<!-- This site is optimized with the 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