Shared mailboxes at TU have a Retention Policy applied to certain folders that limit the age of messages kept. Explore below for more information.
What is email retention and why is it being applied?
Email retention refers to the limits placed on the length of time an email can reside in a Shared Mailbox folder. This assists in eliminating unnecessary email storage and enhances the security of the mailbox by ensuring old data is removed or organized by the mailbox members.
Enforcing this policy on shared mailboxes aligns us with industry best practices and complies with USM recommended guidelines.
What folders are impacted and will have email automatically deleted by retention?
Email retention policy is configured on the following folders of Shared Mailboxes:
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Inbox
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3 years (1095 days)
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Sent Items
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3 years (1095 days)
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Deleted Items
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3 years (1095 days)
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Junk E-mail
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45 days
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How can I prevent email from being automatically deleted?
Email will not be automatically deleted according to the retention policy if you do one of the following:
- Move the message: Drag a message out of the Inbox, Sent Items, or Deleted Items folders and drop it in another folder that you have created. You can also right-click the message and select Move.
- Archive the message: Right-click on a message and select 'Archive' to move it to the Archive folder.
Can I restore Delete Items that were deleted by retention?
Messages deleted by the retention policy may be restored for up to 30 days after the message was deleted.
Go to the Deleted Items folder, and there will be an information link to 'Recover items recently removed from this folder'
- For Outlook Desktop, this will open a new window showing the original date of the email, subject, sender, and date of deletion. You can choose to restore the items to the original folder and then move them to a folder not affected by retention.
- For New Outlook clients and Outlook Web Client, clicking on the link will bring you to a page where you can drag and drop mail to a folder not affected by the retention policy.
Can emails that have been purged from Deleted Items be recovered?
Emails that are deleted from Deleted Items or that no longer appear in the 'Restore' option are permanently deleted and not recoverable.
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