Personal tags allow your users to determine how long an item should be retained. Manually to items and folders Users can automate tagging by using Inbox rules to either move a message to a folder that has a particular tag or to apply a personal tag to the message. Users can't change the RPT applied to a default folder. See the list of supported default folders in Default folders that support Retention Policy Tags.ĭelete and allow recovery Permanently delete Users can't change DPTs applied to a mailbox.Īutomatically to a default folder Default folders are folders created automatically in all mailboxes, for example: Inbox, Deleted Items, and Sent Items. Move to archive Delete and allow recovery Permanently delete Type of retention tagĪutomatically to entire mailbox A DPT applies to untagged items, which are mailbox items that don't have a retention tag applied directly or by inheritance from the folder. Retention tags are classified into the following three types based on who can apply them and where in a mailbox they can be applied. Users no longer have to file items in managed folders provisioned by an administrator based on message retention requirements. Retention tags allow users to tag their own mailbox folders and individual items for retention.

The following example picture is for Exchange Server, although you can configure the same settings for Exchange Online: When a message reaches its retention age, it's moved to the user's archive mailbox or deleted. These settings specify how long a message remains in a mailbox and the action to be taken when the message reaches the specified retention age. The following figure illustrates the tasks involved in implementing this strategy.Īs illustrated in the preceding figure, retention tags are used to apply retention settings to folders and individual items such as e-mail messages and voice mail. Individual messages can have a different retention tag than the one applied to the folder in which they're located. Users aren't required to file messages in managed folders based on retention requirements.

Separating MRM functionality from users' Inbox management and filing habits. This strategy is based on:Īssigning retention policy tags (RPTs) to default folders, such as the Inbox and Deleted Items.Īpplying default policy tags (DPTs) to mailboxes to manage the retention of all untagged items.Īllowing the user to assign personal tags to custom folders and individual items. Before discussing the details about each of these retention features, it's important to learn how the features are used in the overall MRM strategy. MRM in Exchange Server and Exchange Online is accomplished by using retention tags and retention policies. Watch this video for a quick overview of how to apply retention tags and a retention policy to a mailbox in Exchange Online. MRM makes it easier to keep messages needed to comply with company policy, government regulations, or legal needs, and to remove content that has no legal or business value.

In Microsoft Exchange Server and Exchange Online, Messaging records management (MRM) helps organizations to manage email lifecycle and reduce legal risks associated with e-mail and other communications. They provide you with a single mechanism to centrally manage both retention and deletion of content across Microsoft 365. However, we recommend that going forward, you use retention policies and retention labels instead. If you currently use messaging records management, this older feature will continue to work side-by-side with retention policies and retention labels. However, you should continue using messaging records management to move messages to archive mailboxes. To proactively retain or delete mailbox content for information governance in Microsoft 365, we recommend that you use retention policies and retention labels from the Microsoft Purview compliance portal, instead of messaging records management that's described on this page.

Exchange online email archiving