Outlook Mailbox: Applying Retention Policies 

Certain users have been assigned F3 +F5 licensing. This licensing only includes access to the Outlook Web Application (OWA/PWA) located at https://outlook.office.com  

As such they have been assigned the 185 Day Archive MRM policy within the Exchange admin center. Any emails over 6 months old should automatically be moved to the Online Archive – UserFirst UserLast dropdown visible under the normal mailbox within Outlook. This should ensure that most users stay under the 2GB threshold, however there are some power users of email that will still reach the 2GB threshold. In this case you will need to reach out to the user and assist them with manually applying the more aggressive 90 day archive retention policy. (As shown below.) Once this assignment has been applied to the selected folder, it should start to move the emails automatically. (This process is a fairly slow process and can take several hours to complete.)
 

 
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Instructions for Outlook on the web 

Assign retention labels and archive policies 

Note: Retention labels and archive policies are created by your IT administrator. You may be able to add or remove optional retention labels and archive policies. Required labels and policies can't be removed.  

To assign a retention label or archive policy to a message or folder: 

  1. Go to theMicrosoft 365 sign-in page. Enter the email address and password for your account and selectSign in.
  2. In the message list or the folder pane, right-click the message or folder that you want to assign a policy to, then selectAssign policy.
    Here's an example of the types of retention labels and archive policies that might be available:
    Right- click message to see assign policy options
  3. Select the retention label or archive policy you want to assign to the message or folder.

 

 

 

Assign a retention policy to an email folder (Classic Outlook) *Please note this is only available for E5 license holders. 

  1. In the Navigation Pane, right-click a mail folder to bring up the shortcut menu and selectProperties.
  2. Select thePolicytab and choose yourOnline Archive Policy. By default, a folder will automatically use any policythat'salready been assigned to its parent folder.
    You can apply a retention policy to an entire folder

  

Assign a retention policy to email messages 

  1. In the message list, select a message.

Tip: To choose more than one message, press and hold CTRL as you select each message. 

  1. From the Ribbon, selectAssign Policy.

    Assign a policy to an item from the ribbon
  2. The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes theexpirationdate.