Product documentation (retention) — Microsoft 365 Business

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• Retention actions Report an error

  “Retain-only: Retain content forever or for a specified period of time. Delete-only: Permanently delete content after a specified period of time. Retain and then delete: Retain content for a specified period of time and then permanently delete it.”

• Retention policy locations Report an error

  “Retention policies can be applied to the following locations: Exchange mailboxes SharePoint classic and communication sites OneDrive accounts Microsoft 365 Group mailboxes & sites Skype for Business Exchange public folders Teams channel messages (standard channels, shared channels, and private channels post-migration) Teams chats Teams private channel messages (pre-migration only) Teams call logs Microsoft Copilot experiences Enterprise AI apps Other AI apps Viva Engage community messages Viva Engage user messages”

• Labels travel with content Report an error

  “Unlike retention policies, retention settings from retention labels travel with the content if it's moved to a different location within your Microsoft 365 tenant.”

• Label capabilities Report an error

  “Options to start the retention period from when the content was labeled or based on an event, in addition to the age of the content or when it was last modified. Use trainable classifiers to identify content to label. Apply a default label for SharePoint items or Exchange messages.”

• Label end of retention actions Report an error

  “Disposition review to review the content before it's permanently deleted. Automatically apply another retention label”

• Record declaration Report an error

  “Mark the content as a record as part of the label settings, and always have proof of disposition when content is deleted at the end of its retention period.”

• Preservation locations Report an error

  “For SharePoint and OneDrive sites: The copy is retained in the Preservation Hold library. For Exchange mailboxes: The copy is retained in the Recoverable Items folder. For Teams, Viva Engage messages, Copilot and AI apps: The copy is retained in a hidden folder named SubstrateHolds as a subfolder in the Exchange Recoverable Items folder.”

• Manual labeling apps Report an error

  “Enable people in your organization to apply a retention label manually to content in Outlook and Outlook on the web, OneDrive, SharePoint, and Microsoft 365 groups.”

• Auto apply conditions Report an error

  “Apply retention labels to content automatically if it matches specific conditions, that includes cloud attachments that are shared in email or Teams, or when the content contains: Specific types of sensitive information. Specific keywords that match a query you create. Pattern matches for a trainable classifier.”

• Labels no workloads Report an error

  “Exchange public folders, Skype, Teams and Viva Engage messages don't support retention labels. To retain and delete content from these locations, use retention policies instead.”

• Adaptive protection retention Report an error

  “retention labels are automatically applied to unlabeled content if it's deleted by users who have been identified as an elevated risk. If these users delete content from SharePoint, OneDrive, or Exchange, a retention label is automatically applied to that content to retain it for 120 days.”

• Priority cleanup Report an error

  “priority cleanup for files or mailbox items similarly applies retention labels under the covers. The labels are automatically configured and applied when you create a priority cleanup policy that identifies items with a query that you specify. This policy can override existing holds for retention and eDiscovery.”

• Dlp condition Report an error

  “You can specify a retention label as a condition in a Microsoft Purview Data Loss Prevention (DLP) policy for documents in SharePoint.”

• Single label per item Report an error

  “an item such as an email or document can have only a single retention label applied to it at a time.”

• Label application methods Report an error

  “A retention label can be applied manually by an end user or admin, or automatically by using any of the following methods: Auto-apply retention label policy A Microsoft Syntex model Default retention label for SharePoint or Outlook Outlook rules Power Automate compliance action of Apply a retention label on the item”

• Monitoring Report an error

  “Use the Microsoft Purview portal to monitor how retention labels are being used in your tenant, and identify where your labeled items are located”

• Content search label condition Report an error

  “When you create a content search, choose the Retention label condition, and then enter the complete retention label name or part of the label name and use a wildcard.”

• Retention period starts Report an error

  “When the content was created. The default start of the retention period. When the content was last modified. Supported only for files in the SharePoint, OneDrive, and Microsoft 365 Groups locations. When the content was labeled. Available with retention labels, for documents in SharePoint and OneDrive, and for email items. When an event occurs. Available with retention labels that are configured for event-based retention, such as when employees leave the organization or contracts expire.”

• Proof of disposition years Report an error

  “Proof of disposition for up to seven years”

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