question

timrichards-9940 avatar image
0 Votes"
timrichards-9940 asked KyleXu-MSFT commented

hybrid exchange retension policy help

hello all

hoping someone might be able to help point me in the right direction.

so, we have a hybrid exchange setup and want to setup a retention policy to delete anything from the 'Deleted Items' folder older than 90 days.

to test, i created a retention tag to delete anything over a day old, added that tag to a test retention policy and assigned it to my mailbox.

when i check in owa i can see a label appear such as:

89713-image.png




I've also tested using Start-ManagedFolderAssistant -Identity "xxx" to force the ManagedFolderAssistgant to process the retention policy on the Deleted Items folder.

This is where my lack of knowledge shows and what i need help with. When i run the above powershell i can see the label above appear on any email in deleted items folder that HASN'T previously been processed.

What I don't know is what actually does the removal of email? is it the same ManagedFolderAssistgant that not only applies the retention policy but also goes through and says to an email i see you have gone past the date/time in your applied retention policy so i am going to remove you from the folder or is there a separate exchange process that does the actual email removal?

also, is it a live process that as soon as the date/time is reached the email is removed, or is it a process that runs say once a week and goes through the mailbox?

hope it makes sense and thanks

office-exchange-hybrid-itpro
image.png (2.4 KiB)
5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.

michev avatar image
0 Votes"
michev answered michev commented

Where is the mailbox located? The MFA runs on a 7day workcycle in Exchange Online, so a "1 day delete" policy is a bit too optimistic :)
Also, in Exchange Online the Deleted Items tag is ignored in the default policy, you either need to create a new policy and assign the tag, or rename the Default one.

· 2
5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.

Hi Michev

thanks for your answer. our mailboxes are located in the cloud (exchange online). i was just testing with a 1 day policy, i created a test retention policy with a test tag (delete after 1 day) and changed my mailbox to use that test retention policy.

just to confirm then, do I understand correctly that even though you can manually run the MFA by using the Start-ManagedFolderAssistant -Identity "xxx" powershell, that only processes the mailbox and marks any newly deleted email in the deleted items folder that havent been previously processed but the actual removal of processed email only happens once every 7 days?

0 Votes 0 ·

The SLA is 7 days, meaning Microsoft "expects" the mailbox to be processed at least once a week. If there are sufficient resources available, it can happen more often.

0 Votes 0 ·
KyleXu-MSFT avatar image
0 Votes"
KyleXu-MSFT answered KyleXu-MSFT commented

@timrichards-9940

Whether are those emails deleted by retention policy now?

The retention policy will mark the expiration time of emails, but expired emails will not be deleted immediately. There will be a 1~2 days delay before the expired email is deleted. Just wait for it.


If the response is helpful, please click "Accept Answer" and upvote it.
Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

· 1
5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.

@timrichards-9940
I am writing here to confirm with you any update about this thread now?
If the above suggestion helps, please be free to mark it as an answer for helping more people.

0 Votes 0 ·