How to enable email archival in Microsoft365

How to enable email archival in Microsoft365

🔧 Step 1: Enable Archive Mailbox

Via Microsoft 365 Compliance Portal

  1. Go to https://compliance.microsoft.com

  2. Navigate to Data lifecycle > Archive

  3. Select the user mailbox

  4. Click Enable Archive.

🏷️ Step 2: Create Retention Tags (MRM Tags)

You can create retention tags to control when and how items are moved or deleted.

Via Exchange Admin Center (EAC)

  1. Go to https://admin.exchange.microsoft.com

  2. Navigate to Compliance management > Retention tags

  3. Click + Add tag and choose:

    • Default Policy Tag (DPT) – applies to all mailbox items

    • Retention Policy Tag (RPT) – applies to specific default folders (Inbox, Sent Items)

    • Personal Tag – user-applied tags via Outlook

Example:

TypeAction        Retention Period      Folder
RPT         Move to Archive       2 years      Inbox

📋 Step 3: Create Retention Policy

  1. In Exchange Admin Center, go to Compliance management > Retention policies

  2. Click + Add Policy

  3. Enter a name (e.g., Policy-MoveToArchive2Y)

  4. Add the Retention Tags created earlier

  5. Save the policy

📋 Step 3: Create Retention Policy

  1. In Exchange Admin Center, go to Compliance management > Retention policies

  2. Click + Add Policy

  3. Enter a name (e.g., Policy-MoveToArchive2Y)

  4. Add the Retention Tags created earlier

  5. Save the policy

📋 Step 3: Create Retention Policy

  1. In Exchange Admin Center, go to Compliance management > Retention policies

  2. Click + Add Policy

  3. Enter a name (e.g., Policy-MoveToArchive2Y)

  4. Add the Retention Tags created earlier

  5. Save the policy

👥 Step 4: Assign Retention Policy to Users

  1. Go to Recipients > Mailboxes

  2. Select the user

  3. Click Mailbox Features

  4. Under Retention Policy, click View details

  5. Select the newly created policy


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