Complete Guide on What is Retention Policy in Exchange Server

Retention policies are part of MRM technology (message records management), available with Exchange server. It helps to maintain messages, which no longer has business value. It stores the data for by default 30 days that can be exceeded or reduced by the server admin accordingly. It is the only way to retrieve the data after permanently deletion of data but within the specific duration of time. It is simple to assign the retention policy on per-folder instead of each message individually. Even, user can choose one or multiple emails and then, assign various policy to those specific messages. In the following section, we will discuss the assign of retention policy over emails.

Allotment of Policy to Email Folder

Users can follow the steps given below to assign the retention policy to email folder.

1. Click on the folder from the navigation pane.

2. Now on the folder tab >> properties group >> select policy.

If there is no policy command on the ribbon then it means that Exchange sever administrator has not permitted the retention policy for your account. Otherwise, the user is not using Outlook license then simply click on the entry that is based on the guidelines of organizations on policy tab.

Allocate the Policy to Email Messages

The retention policy can be applied to email messages by following the steps given below:

1. Select single or multiple messages from the message list.

2. Select the assign policy option on home tab.

If the assign policy command is not present on the ribbon then, the admin of Exchange Server has not assign the retention as well as achieve policies for the account. Otherwise, user is not using the license edition of Outlook for this feature.

Under the retention policy, choose the entry based on organization’s guidelines. The retention policy of message appears at the header in reading pane that is under recipient names and includes the date of expire. If the retention period is not applied then, there will appear information under names of message recipient.

Additional Retention Policies

There are some additional options for retention policies, which by default do not appear. If the additional features are available then, follow the steps to add it as additional choices, which are seen while applying policies.

1. Click one or more messages from the message list.
2. Click Assign Policy option from the home tab.
3. Choose more retention policy option under retention policy.
4. Select add or Remove retention policies option from the dialog box of retention policies.

Removal of Retention Policies

When the retention policy is removed from mail message then, folder policy is applied, if it is assigned. Again, follow the same steps and open the folder policy. Then, the message retention policy will appear in the header under the name of recipient in reading pane and includes expire date. If there is no retention policy is applied then, no any information will be displayed under the recipient names.

Retention policy plays the main role if the user lost their email data due to accidental deletion. However, the data can only be recovered if it is under durable time. There are many users, who are not aware about what is Retention Policy in Exchange Server. This discussion will help them to know about it properly along with way to apply and remove the retention policy.