建立及設定保留原則Create and configure retention policies

Microsoft 365 安全性與合規性的授權指引Microsoft 365 licensing guidance for security & compliance.

使用保留原則,主動決定是否要保留內容、刪除內容,或保留然後刪除內容,以管理貴組織的資料。Use a retention policy to manage the data for your organization by deciding proactively whether to retain content, delete content, or retain and then delete the content.

保留原則可讓您在容器層級指派相同的保留設定,以自動由該容器中的內容繼承,進而有效率地執行此工作。A retention policy lets you do this very efficiently by assigning the same retention settings at the container level to be automatically inherited by content in that container. 例如,SharePoint 網站的所有專案、使用者 Exchange 信箱中的所有電子郵件訊息、搭配 Microsoft Teams 所使用的團隊所有頻道訊息。For example, all items in SharePoint sites, all email messages in users' Exchange mailboxes, all channel messages for teams that are used with Microsoft Teams. 如果您不確定要使用容器層級的保留原則或專案層級的保留標籤,請參閱 保留原則及保留標籤If you're not sure whether to use a retention policy at the container level or a retention label at the item level, see Retention policies and retention labels.

如需有關保留原則及其在 Microsoft 365 中運作方式的詳細資訊,可參閱 了解保留原則及保留標籤For more information about retention policies and how retention works in Microsoft 365, see Learn about retention policies and retention labels.

注意

此頁面上的資訊適用於合規性系統管理員。The information on this page is for compliance administrators. 如果您不是系統管理員,且想要了解你所使用之應用程式的保留原則設定方式,請與您的技術支援中心、IT 部門或系統管理員聯繫。If you are not an administrator and want to understand how retention policies have been configured for the apps that you use, contact your help desk, IT department, or administrator. 若您在 Teams 聊天和頻道訊息中看見有關保留原則的訊息,建議您檢閱 關於保留原則的 Teams 訊息If you're seeing messages about retention policies in Teams chats and channel messages, you might find it helpful to review Teams messages about retention policies.

在您開始之前Before you begin

您組織中的全域系統管理員擁有建立及管理保留標籤及其原則的完整權限。The global admin for your organization has full permissions to create and edit retention policies. 若您未以全域系統管理員的身分登入,請參閱 建立和管理保留標籤所需權限If you aren't signing in as a global admin, see Permissions required to create and manage retention policies and retention labels.

建立及設定保留原則Create and configure a retention policy

雖然保留原則可以支援在保留原則中識別為「位置」的多個服務,但您無法建立包含所有受支援位置的單一保留原則:Although a retention policy can support multiple services that are identified as "locations" in the retention policy, you can't create a single retention policy that includes all the supported locations:

  • Exchange 電子郵件Exchange email
  • SharePoint 網站SharePoint site
  • OneDrive 帳戶OneDrive accounts
  • Microsoft 365 群組Microsoft 365 groups
  • 商務用 SkypeSkype for Business
  • Exchange 公用資料夾Exchange public folders
  • Teams 通道訊息Teams channel messages
  • Teams 聊天Teams chats
  • Yammer 社群訊息Yammer community messages
  • Yammer 私人訊息Yammer private messages

建立保留原則時若選取 Teams 或 Yammer 位置,系統會自動排除另一個位置。If you select the Teams or Yammer locations when you create a retention policy, the other locations are automatically excluded. 這表示,應遵循的指示將取決於您是否要包含 Teams 或 Yammer 位置而定:This means that the instructions to follow depend on whether you need to include the Teams or Yammer locations:

當您有多個保留原則,以及當您同時使用保留標籤時,請參閱 保留原則優先或以什麼為優先? 以瞭解在相同的內容上同時有多個保留設定套用時,會有什麼樣的結果。When you have more than one retention policy, and when you also use retention labels, see The principles of retention, or what takes precedence? to understand the outcome when multiple retention settings apply to the same content.

Teams 位置的保留原則Retention policy for Teams locations

  1. Microsoft 365 合規性中心,選取 [原則] > [保留]From the Microsoft 365 compliance center, select Policies > Retention.

  2. 選取 [新保留原則] 以啟動 [建立保留原則] 精靈,並命名新的保留原則。Select New retention policy to start the Create retention policy wizard, and name your new retention policy.

  3. 對於 [選擇要套用原則的位置] 頁面,請為 Teams 選取一個或兩個位置:Teams 頻道訊息Teams 聊天For the Choose locations to apply the policy page, select one or both of the locations for Teams: Teams channel message and Teams chats.

    針對 Teams 頻道訊息,會包含來自標準頻道的訊息,但不會包含 私人頻道For Teams channel messages, message from standard channels but not private channels are included. 目前,保留原則尚未支援 [私人頻道]。Currently, private channels aren't supported by retention policies.

    根據預設,所有小組和所有使用者都處於選中狀態,但您可以透過選取 [選擇][排除] 選項對其進行優化。By default, all teams and all users are selected, but you can refine this by selecting the Choose and Exclude options.

  4. 在精靈的頁面上,如需 決定是否要保留內容、刪除內容,或兩者皆可,請指定保留及刪除內容的設定選項。For Decide if you want to retain content, delete it, or both page of the wizard, specify the configuration options for retaining and deleting content.

    您可以建立只會保留內容但不刪除內容的保留原則,建立會保留並於一段指定的時間後刪除內容的原則,或直接在一段時間後刪除指定內容的原則。You can create a retention policy that just retains content without deleting, retains and then deletes after a specified period of time, or just deletes content after a specified period of time. 如需詳細資訊,請參閱此頁面上的保留和刪除內容的設定 For more information, see Settings for retaining and deleting content on this page.

  5. 完成精靈以儲存您的設定。Complete the wizard to save your settings.

如需 Teams 保留原則的詳細資訊,請參閱在 Teams 文件中的 Microsoft Teams 的保留原則For more information about retention policies for Teams, see Retention policies in Microsoft Teams from the Teams documentation.

支援 Teams 所需的其他保留原則Additional retention policy needed to support Teams

Teams 不僅是提供聊天和頻道訊息功能,還有更多功能。Teams is more than just chats and channel messages. 如果您有透過 Microsoft 365 群組 (之前稱為 Office 365 群組) 建立的小組,您應該額外使用 [Microsoft 365 群組 ] 位置來設定包含該 Microsoft 365 群組的保留原則。If you have teams that were created from a Microsoft 365 group (formerly Office 365 group), you should additionally configure a retention policy that includes that Microsoft 365 group by using the Microsoft 365 Groups location. 此保留原則適用於群組的信箱、網站和檔案中的內容。This retention policy applies to content in the group's mailbox, site, and files.

如果您有未與 Microsoft 365 群組連線的 Teams 位置,您需要有可以包含 SharePoint 網站OneDrive 帳戶 位置的保留原則,用以保留及刪除 Teams 中的檔案:If you have team sites that aren't connected to a Microsoft 365 group, you need a retention policy that includes the SharePoint sites or OneDrive accounts locations to retain and delete files in Teams:

  • 在聊天中共用的檔案會儲存在共用檔案之使用者的 OneDrive 帳戶中。Files that are shared in chat are stored in the OneDrive account of the user who shared the file.

  • 上傳至頻道的檔案則會儲存在團隊的 SharePoint 網站中。Files that are uploaded to channels are stored in the SharePoint site for the team.

提示

當團隊未連線至 Microsoft 365 時,您可以將保留原則套用到僅特定團隊的檔案,方法是選取團隊的 SharePoint 網站,以及團隊中使用者的 OneDrive 使用者帳戶。You can apply a retention policy to the files of just a specific team when it's not connected to a Microsoft 365 group by selecting the SharePoint site for the team, and the OneDrive accounts of users in the Team.

套用至 Microsoft 365、SharePoint 網站或 OneDrive 帳戶的保留原則有可能會刪除 Teams 聊天中參考的檔案,或在頻道訊息刪除前就將其刪除。It's possible that a retention policy that's applied to Microsoft 365 groups, SharePoint sites, or OneDrive accounts could delete a file that's referenced in a Teams chat or channel message before those messages get deleted. 在這種情況下,檔案仍會顯示在 Teams 訊息中,但是當使用者選取檔案時,會收到「找不到檔案」錯誤。In this scenario, the file still displays in the Teams message, but when users select the file, they get a "File not found" error. 此行為並非保留原則特定,因此也可能在使用者從 SharePoint 或 OneDrive 中手動刪除檔案時發生。This behavior isn't specific to retention policies and could also happen if a user manually deletes a file from SharePoint or OneDrive.

Yammer 位置的保留原則Retention policy for Yammer locations

注意

Yammer 的保留原則已推出預覽版。Retention policies for Yammer are rolling out in preview. 如果您還沒有看到 Yammer 的新位置,請於幾周後再試一次。If you don't yet see the new locations for Yammer, try again in a few weeks.

若要使用此功能,您的 Yammer 網路必須處於原生模式,而非混合模式。To use this feature, your Yammer network must be Native Mode, not Hybrid Mode.

  1. Microsoft 365 合規性中心,選取 [原則] > [保留]From the Microsoft 365 compliance center, select Policies > Retention.

  2. 選取 [新增保留原則] 以建立新的保留原則。Select New retention policy to create a new retention policy.

  3. 在精靈的頁面上,如需 決定是否要保留內容、刪除內容,或兩者皆可,請指定保留及刪除內容的設定選項。For Decide if you want to retain content, delete it, or both page of the wizard, specify the configuration options for retaining and deleting content.

    您可以建立只會保留內容但不刪除內容的保留原則,建立會保留並於一段指定的時間後刪除內容的原則,或直接在一段時間後刪除指定內容的原則。You can create a retention policy that just retains content without deleting, retains and then deletes after a specified period of time, or just deletes content after a specified period of time. 如需詳細資訊,請參閱此頁面上的保留和刪除內容的設定 For more information, see Settings for retaining and deleting content on this page.

    請勿選取 [使用進階保留設定 ],因為 Yammer 位置不支援此選項。Do not select Use advanced retention settings because this option isn't supported for Yammer locations.

  4. 在 [選擇位置 ] 頁面上,選取 [讓我選擇特定位置 ]For the Choose locations page, select Let me choose specific locations. 然後將 Yammer 的一個或兩個位置切換為開啟:Yammer 社群訊息Yammer 私人訊息Then toggle on one or both of the locations for Yammer: Yammer community message and Yammer private messages.

    預設會選取所有社群和使用者,但是您可以指定要包含或排除的社群和使用者,以縮小範圍。By default, all communities and users are selected, but you can refine this by specifying communities and users to be included or excluded.

    針對 Yammer 私人訊息:For Yammer private messages:

    • 如果您保留預設值 全部,將不會包含 Azure B2B 來賓使用者。If you leave the default at All, Azure B2B guest users are not included.
    • 如果您選取 [選擇使用者 ],就可以將保留原則套用至外部使用者 (如果您知道其帳戶)。If you select Choose user, you can apply a retention policy to external users if you know their account.
  5. 完成精靈以儲存您的設定。Complete the wizard to save your settings.

如需保留原則對 Yammer 運作方式的詳細資訊,請參閱了解 Yammer 的保留For more information about how retention policies work for Yammer, see Learn about retention for Yammer.

支援 Yammer 所需的額外保留原則Additional retention policies needed to support Yammer

Yammer 不僅可提供社群訊息和私人訊息功能,還有更多功能。Yammer is more than just community messages and private messages. 若要保留及刪除您 Yammer 網路的電子郵件訊息,請使用 [Microsoft 365 群組 ] 位置來設定包含用於 Yammer 的任何 Microsoft 365 群組的額外保留原則。To retain and delete email messages for your Yammer network, configure an additional retention policy that includes any Microsoft 365 groups that are used for Yammer, by using the Microsoft 365 Groups location.

若要保留及刪除 Yammer 中儲存的檔案,您需要包含 SharePoint 網站OneDrive 帳戶 位置的保留原則:To retain and delete files that are stored in Yammer, you need a retention policy that includes the SharePoint sites or OneDrive accounts locations:

  • 在私人訊息中共用的檔案會儲存在共用檔案之使用者的 OneDrive 帳戶中。Files that are shared in private messages are stored in the OneDrive account of the user who shared the file.

  • 上傳到社群的檔案會儲存在 Yammer 社群的 SharePoint 網站中。Files that are uploaded to communities are stored in the SharePoint site for the Yammer community.

套用至 SharePoint 網站或 OneDrive 帳戶的保留原則可能會在刪除 Yammer 訊息之前便刪除這些訊息中參考的檔案。It's possible that a retention policy that's applied to SharePoint sites or OneDrive accounts could delete a file that's referenced in a Yammer message before those messages get deleted. 在這種情況下,檔案仍會顯示在 Yammer 訊息中,但是當使用者選取檔案時,會遇到「找不到檔案」錯誤。In this scenario, the file still displays in the Yammer message, but when users select the file, they get a "File not found" error. 此行為並非保留原則特定,因此也可能在使用者從 SharePoint 或 OneDrive 中手動刪除檔案時發生。This behavior isn't specific to retention policies and could also happen if a user manually deletes a file from SharePoint or OneDrive.

Teams 和 Yammer 以外位置的保留原則Retention policy for locations other than Teams and Yammer

針對適用於下列任何服務的保留原則,使用下列指示:Use the following instructions for retention policies that apply to any of these services:

  • Exchange:電子郵件和公用資料夾Exchange: Email and public folders
  • SharePoint:網站SharePoint: Sites
  • OneDrive:帳戶OneDrive: Accounts
  • Microsoft 365 群組Microsoft 365 groups
  • 商務用 SkypeSkype for Business
  1. Microsoft 365 合規性中心,選取 [原則] > [保留]From the Microsoft 365 compliance center, select Policies > Retention.

  2. 選取 [新保留原則] 以啟動 [建立保留原則] 精靈,並命名新的保留原則。Select New retention policy to start the Create retention policy wizard, and name your new retention policy.

  3. 對於 [選擇位置] 頁面,開啟或關閉除 Teams 位置以外的任何位置。For the Choose locations page, toggle on or off any of the locations except the locations for Teams. 您可以將每個位置保留為預設值,以便將原則套用於整個位置,或指定包含和排除For each location, you can leave it at the default to apply the policy to the entire location, or specify includes and excludes.

    位置專用資訊:Information specific to locations:

  4. 在精靈的頁面上,如需 決定是否要保留內容、刪除內容,或兩者皆可,請指定保留及刪除內容的設定選項。For Decide if you want to retain content, delete it, or both page of the wizard, specify the configuration options for retaining and deleting content.

    您可以建立只會保留內容但不刪除內容的保留原則,建立會保留並於一段指定的時間後刪除內容的原則,或直接在一段時間後刪除指定內容的原則。You can create a retention policy that just retains content without deleting, retains and then deletes after a specified period of time, or just deletes content after a specified period of time. 如需詳細資訊,請參閱此頁面上的保留和刪除內容的設定 For more information, see Settings for retaining and deleting content on this page.

  5. 完成精靈以儲存您的設定。Complete the wizard to save your settings.

Exchange 電子郵件和 Exchange 公用資料夾的設定資訊Configuration information for Exchange email and Exchange public folders

Exchange 電子郵件 位置支援使用者的電子郵件、行事曆和其他信箱專案的保留,方法是套用信箱層級的保留設定。The Exchange email location supports retention for users' email, calendar, and other mailbox items, by applying retention settings at the level of a mailbox.

如需有關在設定 Exchange 保留設定時包含和排除哪些項目的詳細資訊,請參閱 保留與刪除所包含的內容For detailed information about which items are included and excluded when you configure retention settings for Exchange, see What's included for retention and deletion

請注意,即使 Microsoft 365 群組有 Exchange 信箱,包含整個 Exchange 電子郵件 位置的保留原則並不會包含 Microsoft 365 群組信箱中的內容。Note that even though a Microsoft 365 group has an Exchange mailbox, a retention policy that includes the entire Exchange email location won't include content in Microsoft 365 group mailboxes. 若要保留這些信箱中的內容,請選取 [Microsoft 365 群組 ] 位置。To retain content in these mailboxes, select the Microsoft 365 Groups location.

Exchange 公用資料夾 位置會將保留設定套用至所有的公用資料夾,且無法在資料夾或信箱層級套用。The Exchange public folders location applies retention settings to all public folders and can't be applied at the folder or mailbox level.

SharePoint 網站和 OneDrive 帳戶的配置資訊Configuration information for SharePoint sites and OneDrive accounts

當您選擇 [SharePoint 網站 ] 位置時,保留原則即可保留及刪除在 SharePoint 通訊網站中的文件、未由 Microsoft 365 群組連結的小組網站,以及傳統網站。When you choose the SharePoint sites location, the retention policy can retain and delete documents in SharePoint communication sites, team sites that aren't connected by Microsoft 365 groups, and classic sites. 此選項不支援由 Microsoft 365 群組所連線的小組網站,而是會使用套用至群組信箱、網站和檔案中內容的 [Microsoft 365 群組 ] 位置。Team sites connected by Microsoft 365 groups aren't supported with this option and instead, use the Microsoft 365 Groups location that applies to content in the group's mailbox, site, and files.

雖然保留原則可套用到網站層級,但只有文件會套用保留設定。Although the retention policy is applied at the site level, only documents have retention settings applied to them. 如需有關在設定 SharePoint 和 OneDrive 保留設定時所包含和排除之內容的詳細資訊,請參閱 保留與刪除所包含的內容For detailed information about what's included and excluded when you configure retention settings for SharePoint and OneDrive, see What's included for retention and deletion.

當您為 SharePoint 網站或 OneDrive 帳戶指定您的位置時,您不需要存取網站的權限,而當你在 [編輯位置] 頁面上指定 URL 時也不會需要進行任何的驗證。When you specify your locations for SharePoint sites or OneDrive accounts, you don't need permissions to access the sites and no validation is done at the time you specify the URL on the Edit locations page. 不過,您指定的 SharePoint 網站會在精靈結束時進行檢查,以確認其存在。However, the SharePoint sites that you specify are checked that they exist at the end of the wizard. 如果此檢查失敗,您會看到一則訊息,指出您輸入的 URL 驗證失敗,且精靈不會建立保留原則,直到驗證檢查通過為止。If this check fails, you see a message that validation failed for the URL you entered, and the wizard won't create the retention policy until the validation check passes. 如果您看到這則訊息,請返回精靈並變更 URL 或從保留原則將網站移除。If you see this message, go back in the wizard to change the URL or remove the site from the retention policy.

若要特別指定包含或排除某個 OneDrive 帳戶,URL 的格式要求如下:https://<tenant name>-my.sharepoint.com/personal/<user_name>_<tenant name>_comTo specify individual OneDrive accounts to include or exclude, the URL has the following format: https://<tenant name>-my.sharepoint.com/personal/<user_name>_<tenant name>_com

例如,針對 contoso 租用戶中使用者名稱為 "rsimone" 的使用者:https://contoso-my.sharepoint.com/personal/rsimone_contoso_onmicrosoft_comFor example, for a user in the contoso tenant that has a user name of "rsimone": https://contoso-my.sharepoint.com/personal/rsimone_contoso_onmicrosoft_com

若要驗證租用戶的語法並識別使用者的 URL,請參閱取得組織中所有使用者的 OneDrive URL 清單 (部分機器翻譯)。To verify the syntax for your tenant and identify URLs for users, see Get a list of all user OneDrive URLs in your organization.

Microsoft 365 群組的設定資訊Configuration information for Microsoft 365 Groups

若要保留或刪除一個 Microsoft 365 群組 (之前稱為 Office 365 群組) 的內容,請使用 [Microsoft 365 群組 ] 位置。To retain or delete content for a Microsoft 365 group (formerly Office 365 group), use the Microsoft 365 Groups location. 即使 Microsoft 365 群組有 Exchange 信箱,包含整個 Exchange 電子郵件 位置的保留原則並不會包含 Microsoft 365 群組信箱中的內容。Even though a Microsoft 365 group has an Exchange mailbox, a retention policy that includes the entire Exchange email location won't include content in Microsoft 365 group mailboxes. 此外,雖然 Exchange 電子郵件 位置一開始會允許您指定要包含或排除的群組信箱,但是當您嘗試儲存保留原則時,您會收到 "RemoteGroupMailbox" 不是Exchange 位置的有效選項錯誤訊息。In addition, although the Exchange email location initially allows you to specify a group mailbox to be included or excluded, when you try to save the retention policy, you receive an error that "RemoteGroupMailbox" is not a valid selection for the Exchange location.

套用到 Microsoft 365 群組的保留原則包含群組信箱和 SharePoint 小組網站。A retention policy applied to a Microsoft 365 group includes the group mailbox and SharePoint teams site. 此位置涵蓋儲存在 SharePoint 小組網站中的檔案,但不涵蓋有自己的保留原則位置的小組聊天或小組頻道訊息。Files stored in the SharePoint teams site are covered with this location, but not Teams chats or Teams channel messages that have their own retention policy locations.

商務用 Skype 的設定資訊Configuration information for Skype for Business

不同於 Exchange 電子郵件,您無法將 Skype 位置的狀態切換為開啟以自動包含所有使用者,但當您開啟該位置時,必須手動選擇您想要保留其交談的使用者:Unlike Exchange email, you can't toggle the status of the Skype location on to automatically include all users, but when you turn on that location, you must then manually choose the users whose conversations you want to retain:

為保留原則選擇 Skype 位置

當您選取 [選擇使用者] 時,您可以選取 [選取所有] 方塊,快速包含所有使用者。When you select Choose user, you can quickly include all users by selecting the Select all box. 不過,請務必了解,會將每個使用者算成原則中的一個特定包含。However, it's important to understand that each user counts as a specific inclusion in the policy. 因此,如果透過選擇 [全選] 方塊拉包含 1000 位使用者,則與手動選取要包含的 1000 位使用者相同,這是 商務用 Skype 支持的最大值。So if you include 1,000 users by selecting the Select all box, it's the same as if you manually selected 1,000 users to include, which is the maximum supported for Skype for Business.

請注意 Outlook 中的 [交談記錄] 資料夾的功能與 Skype 封存毫無關聯。Be aware that Conversation History, a folder in Outlook, is a feature that has nothing to do with Skype archiving. 使用者可以關閉 [交談記錄],但 Skype 封存的運作方式是,將 Skype 交談的複本儲存在使用者無法存取但 eDiscovery 可以使用的隱藏資料夾。Conversation History can be turned off by the end user, but archiving for Skype is done by storing a copy of Skype conversations in a hidden folder that is inaccessible to the user but available to eDiscovery.

保留和刪除內容的設定Settings for retaining and deleting content

透過在保留原則中選擇用於保留和刪除內容的設定,您的保留原則會具有下列其中一個設定達一段指定的期間:By choosing the settings for retaining and deleting content in your retention policy, your retention policy will have one of the following configurations for a specified period of time:

  • 僅保留Retain-only

    在此設定中,請選擇 [在特定期內保留項目]在保留期結束時:不做任何處理For this configuration, choose Retain items for a specific period and At end of the retention period: Do nothing. 或者,選取 [永遠保留項目]Or, select Retain items forever.

  • 保留然後刪除Retain and then delete

    在此設定中,請選擇 [在特定期內保留項目]在保留期結束時:自動刪除項目For this configuration, choose Retain items for a specific period and At end of the retention period: Delete items automatically.

  • 僅刪除Delete-only

    在此設定中,選擇 「只有項目達到特定存留期時才刪除它」For this configuration, choose Only delete items when they reach a certain age.

將內容保留特定的一段時間Retaining content for a specific period of time

設定保留原則時,您會選擇保留項目,或將其保留特定數天、數月或數年。When you configure a retention policy, you choose to retain items for a specific number of days, months, or years. 或者永遠保留項目。Or alternatively, retain the items forever.

設定保留原則時,您可以選擇無限期保留內容,或將內容保留特定數天、數月或數年。When you configure a retention policy, you can choose to retain content indefinitely or for a specific number of days, months, or years. 保留時長是從內容的存留期起算,而不是從套用保留原則的時間起算。The retention period is calculated from the age of the content, not from when the retention policy is applied.

保留期間開始時,您還可以選擇建立內容的時間,或者對於檔案和 SharePoint、OneDrive 和 Microsoft 365 群組,還支援選擇上次修改內容的時間。For the start of the retention period, you can also choose when the content was created or, supported only for files and the SharePoint, OneDrive, and Microsoft 365 Groups, when the content was last modified.

範例:Examples:

  • SharePoint:如果您在將網站集合中的項目在上次修改后保留七年,而該網站集合中的某文件已有六年未曾修改,如果後續仍未修改該文件,則只會再保留該文件一年。SharePoint: If you want to retain items in a site collection for seven years after this content is last modified, and a document in that site collection hasn't been modified in six years, the document will be retained for only another year if it's not modified. 如果該文件重新編輯,則其存留期將會從新的前次修改日期起算,因而會再保留七年。If the document is edited again, the age of the document is calculated from the new last modified date, and it will be retained for another seven years.

  • Exchange:同樣地,如果您要讓信箱中的項目保留七年,而六年前已傳送過某封郵件,該郵件則只會再保留一年。Exchange: If you want to retain items in a mailbox for seven years, and a message was sent six years ago, the message will be retained for only one year. 若為 Exchange 項目,時限是以收到內送電子郵件的日期,或傳送外寄電子郵件的日期為基礎。For Exchange items, the age is based on the date received for incoming email, or the date sent for outgoing email. 根據前次修改時間保留項目只會套用到 OneDrive 和 SharePoint 中的網站內容。Retaining items based on when it was last modified applies only to site content in OneDrive and SharePoint.

在保留期間結束時,您會選擇是否要永久刪除內容:At the end of the retention period, you choose whether you want the content to be permanently deleted:

保留設定頁面

刪除早於特定存留期的內容Deleting content that's older than a specific age

保留原則可以保留然後刪除項目,或刪除舊項目而不保留它們。A retention policy can both retain and then delete items, or delete old items without retaining them.

在這兩種情況下,如果您的保留原則刪除項目,請務必了解,文件刪除原則所指定的期限並不是從指派原則的時間算起,而是從建立或修改項目的時間算起。In both cases, if your retention policy deletes items, it's important to understand that the time period specified for a retention policy is calculated from the time when the item was created or modified, and not the time since the policy was assigned.

因此,在第一次指派保留原則之前,尤其是在該原則删除項目時,請首先考慮現有內容的期限以及該原則可能對該內容產生的影響。So before you assign a retention policy for the first time, and especially when that policy deletes items, first consider the age of the existing content and how the policy may impact that content. 您也可以在指派新原則前先與使用者溝通,讓他們有足夠的時間可評估可能的影響。You might also want to communicate the new policy to your users before assigning it, to give them time to assess the possible impact.

套用到整個組織的原則A policy that applies to entire locations

當您選擇位置時,除了商務用 Skype,預設設定是當位置的狀態為 開啟 時的 全部When you choose locations, with the exception of Skype for Business, the default setting is All when the status of the location is On.

將保留原則套用至整個位置的任何組合時,原則可以包含的收件者、網站、帳戶、群組等的數量沒有限制。When a retention policy applies to any combination of entire locations, there is no limit to the number of recipients, sites, accounts, groups, etc., that the policy can include.

例如,如果原則包含所有 Exchange 電子郵件和所有 SharePoint 網站,無論有多少個網站和收件者都會全部包含。For example, if a policy includes all Exchange email and all SharePoint sites, all sites and recipients will be included, no matter how many. 而對於 Exchange,在套用原則後建立的任何新信箱都會自動繼承原則。And for Exchange, any new mailbox created after the policy is applied will automatically inherit the policy.

具有特定包含或排除的原則A policy with specific inclusions or exclusions

注意,當您使用選用設定將保留設定限定為特定使用者、特定 Microsoft 365 群組或特定網站時,需要注意根據原則而異的限制。Be aware that if you use the optional configuration to scope your retention settings to specific users, specific Microsoft 365 groups, or specific sites, there are some limits per policy to be aware of. 如需詳細資訊,請參閱保留原則和保留標籤原則的限制For more information, see Limits for retention policies and retention label policies.

若要使用選用設定限定保留設定範圍,請確保該位置的 [狀態][開啟],然後使用連結來包含或排除特定使用者、Microsoft 365 群組或網站。To use the optional configuration to scope your retention settings, make sure the Status of that location is On, and then use the links to include or exclude specific users, Microsoft 365 groups, or sites.

警告

如果您設定 [包含] 然後移除最後一個,則設定會還原為該位置的 [全部]If you configure includes and then remove the last one, the configuration reverts to All for the location. 儲存原則前,請確定這是您想要的設定。Make sure this is the configuration that you intend before you save the policy.

例如,如果您指定一個 SharePoint 網站要包含在設定為刪除資料的保留原則中,然後移除單一網站,則預設所有 SharePoint 網站都會遵守永久刪除資料的保留原則。For example, if you specify one SharePoint site to include in your retention policy that's configured to delete data, and then remove the single site, by default all SharePoint sites will then be subject to the retention policy that permanently deletes data. Exchange 收件者、OneDrive 帳戶、Teams 聊天使用者等都適用。The same applies to includes for Exchange recipients, OneDrive accounts, Teams chat users etc.

在這種情況下,如果您不想讓該位置的 [所有] 設定遵守保留原則,可以將位置切換為 [關閉]。In this scenario, toggle the location off if you don't want the All setting for the location to be subject to the retention policy. 或者,指定 [排除] 以免於使用原則。Alternatively, specify excludes to be exempt from the policy.

更新保留原則Updating retention policies

在建立及儲存標籤或原則之後,部分設定無法變更,其中包括:Some settings can't be changed after a retention policy is created and saved, which include:

  • 保留原則名稱和保留期間以外的保留設定,以及開始保留期間的時間。The retention policy name and the retention settings except the retention period and when to start the retention period.

如果您編輯保留原則,且項目已受限於保留原則中的原始設定,則除了新識別的項目以外,還會將您的更新設定自動套用至這些項目。If you edit a retention policy and items are already subject to the original settings in your retention policy, your updated settings will be automatically applied to these items in addition to items that are newly identified.

此更新通常相當快,但可能需要數天的時間。Usually this update is fairly quick but can take several days. 當您的 Microsoft 365 位置間的原則複寫完成時,您會在 Microsoft 365 合規性中心看到保留原則的狀態從 開啟 (處理中) 變成 開啟 (成功)When the policy replication across your Microsoft 365 locations is complete, you'll see the status of the retention policy in the Microsoft 365 compliance center change from On (Pending) to On (Success).

鎖定原則以防止變更Locking the policy to prevent changes

如果您需要確保沒有人可以關閉原則、刪除原則或放寬限制,請參閱 使用「保留鎖定」來限制變更保留原則和保留標籤原則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.