This behavior is controlled via the retention policy (the set of retention tags) assigned to the mailbox. In Exchange Online, the default retention policy contains a tag that will move messages older than 2years to the archive. You can either update said policy (appropriate solution if you want to change the behavior for all users) or create a new one and assign it as needed (more suitable when you want to change the behavior for few users only). Here's the relevant documentation: https://learn.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/retention-tags-and-policies
How to enable Online archiving but NOT automatically move messages - Exchange Hybrid
We currently have an Exchange Hybrid setup, with all users migrated to 365.
I would like to setup Online Archiving, but I do not want to enable the automatic movement of emails into the archive for some users. Some users want to move their emails into the archive manually. How can I accomplish this?
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Jake Zhang-MSFT 1,460 Reputation points Microsoft Vendor
2024-04-04T07:55:50.5833333+00:00 Hi @Bob Pearman ,
First of all, I want to explain that if the online archive is enabled, its MRM function can automatically move the email to the file mailbox through the default Exchange retention policy. This default retention policy will be automatically allocated to each mailbox.
If you want a specific user to manually move their email into the archive, I recommend a solution to you:
Do not apply any Retention Policy to the specific users, you can set it in Exchange Admin Center Online, and you can refer to the screenshot below.
If the problem persists, please feel free to comment me and I will be glad to help you out!