创建保留标签并将其应用到应用中Create retention labels and apply them in apps

Microsoft 365 安全性与合规性许可指南Microsoft 365 licensing guidance for security & compliance.

备注

此方案受所有保留标签配置(包括 规章记录)的支持。This scenario is supported for all retention label configurations, including regulatory records.

请参阅以下信息来帮助你创建和发布保留标签,然后向文档和电子邮件应用它们。Use the following information to help you create and publish retention labels, and then apply them to documents and emails.

保留标签有助于在项(文档或电子邮件)级别保留所需内容,并删除不需要内容。Retention labels help you retain what you need and delete what you don't at the item level (document or email). 它们还用于将项声明为记录,作为 Microsoft 365 数据的记录管理解决方案的一部分。They are also used to declare an item as a record as part of a records management solution for your Microsoft 365 data.

使保留标签对组织中的人员可用以便对内容进行分类的过程分为两个步骤:Making retention labels available to people in your organization so that they can classify content is a two-step process:

  1. 创建保留标签。Create the retention labels.

  2. 使用保留标签策略发布保留标签。Publish the retention labels by using a retention label policy.

标签角色和任务的关系图

请按照以下说明来执行两个管理步骤。Use the following instructions for the two admin steps.

准备工作Before you begin

组织的全局管理员拥有创建和编辑保留标签及其策略的完全权限。The global admin for your organization has full permissions to create and edit retention labels and their policies. 如果你没有以全局管理员身份登录,请参阅创建和管理保留策略和保留标签所需的权限If you aren't signing in as a global admin, see Permissions required to create and manage retention policies and retention labels.

如何创建和发布保留标签How to create and publish retention labels

首先,创建保留标签。First, create your retention labels. 然后,创建标签策略,让标签可以在应用中应用。Then create a label policy to make the labels available to apply in apps.

创建和配置保留标签的位置取决于你是否使用记录管理。Where you create and configure your retention labels depend on whether you're using records management or not. 针对这两种情况提供了说明。Instructions are provided for both scenarios.

第 1 步:创建保留标签Step 1: Create retention labels

  1. Microsoft 365 合规中心,导航到以下位置之一:In the Microsoft 365 compliance center, navigate to one of the following locations:

    • 如果你正在使用记录管理:If you are using records management:

      • 解决方案” > “记录管理” > “文件计划”选项卡 > + “创建标签” > “保留标签Solutions > Records management > File plan tab > + Create a label > Retention label
    • 如果你没有使用记录管理:If you are not using records management:

      • 解决方案” > “信息治理” > “标签”选项卡 > +“创建标签Solutions > Information governance > Labels tab > + Create a label

    没有立即看到你的选项?Don't immediately see your option? 首先选择“全部显示”。First select Show all.

  2. 按照向导中的提示进行操作。Follow the prompts in the wizard. 如果你正在使用记录管理:If you are using records management:

  3. 创建标签后,你会看到发布标签、自动应用标签或仅保存标签的选项,请选择“现在仅保存标签”,然后选择“完成”。After you have created the label and you see the options to publish the label, auto-apply the label, or just save the label: Select Just save the label for now, and then select Done.

  4. 重复这些步骤以创建更多标签。Repeat these steps to create more labels.

若要编辑现有标签,请将其选中,然后选择“编辑标签”来启动“编辑保留向导”,这个向导使你能够更改来自第 2 步的标签说明和任何 符合条件的设置To edit an existing label, select it, and then select the Edit label option to start the Edit retention wizard that lets you change the label descriptions and any eligible settings from step 2.

第 2 步:发布保留标签Step 2: Publish retention labels

发布保留标签,以便用户可以在 SharePoint 和 Outlook 等应用中应用它们。Publish retention labels so that they can be applied by users in apps, such as SharePoint and Outlook.

  1. Microsoft 365 合规中心,导航到以下位置之一:In the Microsoft 365 compliance center, navigate to one of the following locations:

    • 如果你正在使用记录管理:If you are using records management:

      • 解决方案” > “记录管理”> >“标签策略”选项卡 >“发布标签Solutions > Records management > > Label policies tab > Publish labels
    • 如果你没有使用记录管理:If you are not using records management:

      • 解决方案” > “信息治理” > “标签策略”选项卡 >“发布标签Solutions > Information governance > Label policies tab > Publish labels

    没有立即看到你的选项?Don't immediately see your option? 首先选择“全部显示”。First select Show all.

  2. 按照向导中的提示进行操作。Follow the prompts in the wizard.

    有关保留标签支持的位置的信息,请参阅保留标签和位置For information about the locations supported by retention labels, see Retention labels and locations.

若要编辑现有的保留标签策略(策略类型是“发布”)",请选择它,然后选择“编辑”选项,以启动“编辑保留策略”。To edit an existing retention label policy (the policy type is Publish), select it, and then select the Edit option to start the Edit retention policy. 此向导可用于更改来自第 2 步的策略描述和任何符合条件的设置This wizard lets you change the policy description and any eligible settings from step 2.

当保留标签可应用时When retention labels become available to apply

如果你将保留标签发布到 SharePoint 或 OneDrive,这些标签通常会在 1 天内出现,以供最终用户选择。If you publish retention labels to SharePoint or OneDrive, those labels typically appear for end users to select within one day. 不过,最长可能需要 7 天才能显示。However, allow up to seven days.

如果你将保留标签发布到 Exchange,这些保留标签最长可能需要 7 天才能向最终用户显示,并且邮箱至少必须包含 10MB 数据。If you publish retention labels to Exchange, it can take up to seven days for those retention labels to appear for end users, and the mailbox must contain at least 10 MB of data.

例如:For example:

手动标签生效时间关系图

如果 7 天后未显示标签,请从合规中心的“标签策略”页面中检查标签策略的“状态”。If the labels don't appear after seven days, check the Status of the label policy by selecting it from the Label policies page in the compliance center. 如果看到“关闭(错误)”状态,并且在位置详细信息中看到一条消息显示部署策略(针对 SharePoint)或尝试重新部署策略(针对 OneDrive)所用的时间超过预期,请尝试运行PowerShell 命令 Set-RetentionCompliancePolicy ,重新尝试策略分发:If you see the status of Off (Error) and in the details for the locations see a message that it's taking longer than expected to deploy the policy (for SharePoint) or to try redeploying the policy (for OneDrive), try running Set-RetentionCompliancePolicy, a PowerShell command, to retry the policy distribution:

  1. 连接到安全与合规中心 PowerShellConnect to Security & Compliance Center PowerShell

  2. 运行以下命令:Run the following command:

    Set-RetentionCompliancePolicy -Identity <policy name> -RetryDistribution
    

如何检查发布到 Exchange 的保留标签的状态How to check on the status of retention labels published to Exchange

在 Exchange Online 中,保留标签通过每 7 天运行一次的进程向最终用户提供。In Exchange Online, retention labels are made available to end users by a process that runs every seven days. 通过 Powershell,可看到此进程上次运行的时间,并进而确定其再次运行的时间。By using PowerShell, you can see when this process last ran and therefore identify when it will run again.

  1. 连接到 Exchange Online PowerShellConnect to Exchange Online PowerShell.

  2. 运行下面这些命令。Run these commands.

    $logProps = Export-MailboxDiagnosticLogs <user> -ExtendedProperties
    
    $xmlprops = [xml]($logProps.MailboxLog)
    
    $xmlprops.Properties.MailboxTable.Property | ? {$_.Name -like "ELC*"}
    
    

In the results, the ELCLastSuccessTimeStamp (UTC) property shows when the system last processed your mailbox. If it has not happened since the time you created the policy, the labels are not going to appear. To force processing, run Start-ManagedFolderAssistant -Identity <user>.

If labels aren't appearing in Outlook on the web and you think they should be, make sure to clear the cache in your browser (CTRL+F5).

How to apply published retention labels

Use the following sections to learn how published retention labels can be applied in apps:

In addition, when you use SharePoint Syntex and publish retention labels to SharePoint locations, you can apply a retention label to a document understanding model so that identified documents are automatically labeled.

After content is labeled, see the following information to understand when the applied label can be removed or changed: Only one retention label at a time.

Manually apply retention labels

End users, as well as administrators, can manually apply retention labels from the following locations:

  • Outlook and Outlook on the web

  • OneDrive

  • SharePoint

  • Microsoft 365 groups (both the group site and group mailbox in Outlook on the web)

Use the following sections to understand how to apply retention labels.

Applying retention labels in Outlook

To label an item in the Outlook desktop client, select the item. On the Home tab on the ribbon, click Assign Policy, and then choose the retention label.

Assign Policy button

You can also right-click an item, click Assign Policy in the context menu, and then choose the retention label.

After the retention label is applied, you can view that retention label and what action it takes at the top of the item. If an email has a retention label applied that has an associated retention period, you can see at a glance when the email expires.

Applying a default retention label to an Outlook folder

You can apply retention labels to Outlook folders as a default label that can be inherited by messages in that folder. Right-click the folder, select Properties, the Policy tab, and select the retention label you want to use as that folder's default retention label.

When you use a a standard retention label as your default label for an Outlook folder:

  • All unlabeled items in the folder have this retention label applied.

  • The inheritance flows to any child folders and items inherit the label from their nearest folder.

  • Items that are already labeled retain their retention label, unless it was applied by a different default label.

  • If you change or remove the default retention label for the folder: Existing retention labels applied to items in that folder are also changed or removed only if those labels were applied by a default label.

  • If you move an item with a default retention label from one folder to another folder with a different default retention label: The item gets the new default retention label.

  • If you move an item with a default retention label from one folder to another folder with no default retention label: The old default retention label is removed.

When labels are applied that aren't standard retention labels but mark items as records (or regulatory records), these labels can only be manually changed or removed.

Applying retention labels in Outlook on the web

To label an item in Outlook on the web, right-click the item > Assign policy > choose the retention label.

Assign policy menu in Outlook on the web

After the retention label is applied, you can view that retention label and what action it takes at the top of the item. If an email is classified and has an associated retention period, you can know at a glance when the email will expire.

Label assigned to email in Outlook on the web

As with the desktop version of Outlook on the web, you can also apply retention labels to folders. Right-click the folder, select Assign policy, and change Use parent folder policy to the retention label you want to use as that folder's default retention label.

Applying retention labels in OneDrive and SharePoint

To label a document (including OneNote files) in OneDrive or SharePoint, select the item > in the upper-right corner, choose Open the details paneInformation pane icon > Apply retention label > choose the retention label.

You can also apply a retention label to a folder or document set, and you can set a default retention label for a document library.

Apply label list for an item in SharePoint

After a retention label is applied to an item, you can view it in the details pane when that item's selected.

Applied label shown in Details pane

For SharePoint, but not OneDrive, you can create a view of the library that contains the Labels column or Item is a Record column. This view lets you see at a glance the retention labels assigned to all items and which items are records. Note, however, that you can't filter the view by the Item is a Record column. For instructions how to add columns, see Show or hide columns in a list or library.

Applying retention labels in Microsoft 365 groups

When you publish retention labels to Microsoft 365 groups (formerly Office 365 groups), the retention labels appear in both the group site and group mailbox in Outlook on the web. The experience of applying a retention label to content is identical to that for email and documents.

To retain content for a Microsoft 365 group, use the Microsoft 365 Groups location. Even though a Microsoft 365 group has an Exchange mailbox, a retention policy that includes the entire Exchange location won't include content in Microsoft 365 group mailboxes.

In addition, it's not possible to use the Exchange location to include or exclude a specific group mailbox. Although the Exchange location initially allows a group mailbox to be selected, when you try to save the retention policy, you receive an error that "RemoteGroupMailbox" is not a valid selection for the Exchange location.

First, create and configure the sensitivity labels that you want to make available for apps and other services. For example, the labels you want users to see and apply from Office apps.

Then, create one or more label policies that contain the labels and policy settings that you configure. It's the label policy that publishes the labels and settings for your chosen users and locations.

Applying a default retention label to all content in a SharePoint library, folder, or document set

This method requires retention labels to be published to a retention label policy.

In addition to letting people apply a retention label to individual documents, you can also apply a default retention label to a SharePoint library, folder, or document set. In this scenario, documents in that location can inherit your selected default retention label. Although the same label is applied, each document will be retained and deleted separately, according to the start of the retention period setting in the label.

For a document library, the default label configuration is done on the Library settings page for a document library. When you choose the default retention label, you can also choose to apply it to existing items in the library.

For example, if you have a retention label for marketing materials, and you know a specific document library contains only that type of content, you can make the Marketing Materials retention label the default label for all documents in that library.

Apply label option on library Settings page

Label behavior when you use a default label for SharePoint

For standard retention labels that you apply as a default retention label to a library, folder, or document set:

  • All new, unlabeled items in the container will have this retention label applied.

  • For folders, the inheritance flows to any child folders and items inherit the label from their nearest folder.

  • If you selected the option to apply the default label to existing items: Items that are already labeled retain their retention label, unless it was applied by a different default label.

  • If you change the default retention label for the container: Existing retention labels applied to items in that container are changed only if you selected the option to apply the default label to existing items and those labels were applied by a default label.

  • If you remove the default retention label for the container: Items retain their labels.

  • If you move an item with a default retention label applied from one container to another container: The item keeps its existing default retention label, even if the new location has a different default retention label. Only if you then change the default label for this new location can the moved item inherit the default label from its current location.

When labels are applied that aren't standard retention labels but mark items as records (or regulatory records), these labels can only be manually changed or removed.

Automatically applying a retention label to email by using rules

In Outlook, you can create rules to apply a retention label.

For example, you can create a rule that applies a specific retention label to all messages sent to or from a specific distribution group.

To create a rule, right-click an item > Rules > Create Rule > Advanced Options > Rules Wizard > apply retention policy.

Rules wizard with option to apply retention policies

Although the UI refers to retention policies, it's your retention labels that display here and can be selected, not your retention policies.

Updating retention labels and their policies

When you edit a retention label or retention label policy, and the retention label or policy is already applied to content, your updated settings will automatically be applied to this content in addition to content that's newly identified.

Some settings can't be changed after the label or policy is created and saved, which include:

  • The retention label and policy name, and the retention settings except the retention period. However, you can't change the retention period when the retention period is based on when items were labeled.
  • The option to mark items as a record.

Deleting retention labels

You can delete retention labels that aren't currently included in any retention label policies, that aren't configured for event-based retention, or mark items as regulatory records. The ability to delete retention labels that mark items as records is currently rolling out in preview.

For retention labels that you can delete, if they have been applied to items, the deletion fails and you see a link to content explorer to identify the labeled items.

However, it can take up to two days for content explorer to show the items that are labeled. In this scenario, the retention label might be deleted without showing you the link to content explorer.

Locking the policy to prevent changes

If you need to ensure that no one can turn off the policy, delete the policy, or make it less restrictive, see Use Preservation Lock to restrict changes to retention policies and retention label policies.

Next steps

Event-based retention is another supported scenario for retention labels. For more information, see the following articles: