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How do I create a rule or policy in Exchange Online to move emails older than 90 days to the archive

Posted on 2015-02-02
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Last Modified: 2015-02-07
I need to create a rule or policy in Exchange Online to move emails older than 90 days to the archive, BUT, only emails. I do not want to touch Contacts, Calendar, Notes or Tasks.

thank you
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Question by:cyberleo2000
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by:Vasil Michev (MVP)
ID: 40585000
You need to create a new Default retention tag with 90 days period and the "move to archive" action. You can then add it to the default retention policy or create a new one, and apply it to all/select users. Contacts folder is not affected by retention tags, and for Calendar,Notes,Tasks you can configure separate ones, if you are not happy with the defaults.

Here are some articles that can help:
https://technet.microsoft.com/en-us/library/jj150573(v=exchg.150).aspx
https://technet.microsoft.com/en-us/library/dn783294(v=exchg.150).aspx
https://technet.microsoft.com/en-us/library/dd297955(v=exchg.150).aspx
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Author Comment

by:cyberleo2000
ID: 40586886
When I create a new retention tag and choose "applied automatically to entire mailbox (default)" there are three retention actions I can choose from: Delete and Allow Recovery, Permanently Delete and Move to Archive. I choose Move to Archive.

In order to create a new retention tag to be applied only to the Calendar I have to choose "applied automatically to a default folder" when creating the new tag. But, this type of tag only allows me to choose from two retention options: Delete and Allow Recovery and Permanently Delete. There is no Move to Archive.

So how can I prevent calendar items from being moved to the archive if there is no Move to Archive option for me to apply a retention period of "never" too.

Please see attached screenshot.

thank you
O365-Retention-Tag.jpg
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LVL 39

Expert Comment

by:Vasil Michev (MVP)
ID: 40586960
Folder tags can only have the delete action indeed. Either leave it with the default, or create a personal tag. It's explained in the "More info" section of the second article: https://technet.microsoft.com/en-us/library/dn783294(v=exchg.150).aspx
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Author Comment

by:cyberleo2000
ID: 40586983
The problem is that I want a policy that does not require user intervention and personal tags require user intervention.
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Vasil Michev (MVP) earned 500 total points
ID: 40587147
Not sure if possible then.
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