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In this scenario we will be setting the following;

• Enable Online Archive (aka In-Place Archive)
• Permanently retain emails. Don’t allow emails to be deleted
• Move emails to Archive

Environment

• Microsoft Exchange Online
• Office 365 E3 License

Enable Archive via MS Exchange/PS

We’re going to enable the archive with PowerShell, but you can do this through the Microsoft Exchange portal.

Enable Archive & Set Auto Expanding

Firstly log into Exchange online via PowerShell

Enable Archive

Enable-Mailbox -Identity JohannaL@tlhcs.onmicrosoft.com -Archive

Enable Auto Expanding Archive

Enable-Mailbox -Identity JohannaL@tlhcs.onmicrosoft.com -AutoExpandingArchive

Check Archive is enabled

Get-Mailbox JohannaL@tlhcs.onmicrosoft.com | FL Archive*Quota,AutoExpandingArchiveEnabled

Archive has been enabled

Configure Archive Policy

In this section we will set the archive policy to move emails after 1 year (365 days) from the primary mailbox to the Archive mailbox

Solutions heading > Data lifestyle management > Exchange (Legacy)

Create Retention Tag

Link: https://compliance.microsoft.com/exchangeinformationgovernance?viewid=exoRetentionPolicyTag

Create tag
Name: tag_archive_365days 
Type: DPT (default)
Retention Period: (365 days)
Retention Action: Move item to archive

Create Retention Policy

Link: https://compliance.microsoft.com/exchangeinformationgovernance?viewid=exoRetentionPolicy

Create policy 
Name: policy_2023
Tags: Apply tag_archive_365days to this policy

Apply Retention Policy

Apply policy_2023 to user account
MS Exchange > Users > JohannaL@tlhcs.onmicrosoft.com > Mailbox > Retention Policy > Manage mailbox policies > Retention policy drop down

Configure Email Retention Policy

Link: https://compliance.microsoft.com/informationgovernance?viewid=retention

MS Compliance Portal
Solutions heading > Data lifestyle management > Microsoft 365

New retention Policy
Name: Retain All Users Email Indefinitely
Type: Static
Location: Click the slider for Exchange mailboxes > Included: All Mailboxes
Retain Items Forever

Kick off the process

Using PowerShell, run the Managed Folder Assistant command

Start-ManagedFolderAssistant -Identity JohannaL@tlhcs.onmicrosoft.com 

That’s it. The process can sometimes start immediately, other times it takes 24 hours. Check back later.

Notes

No need to use Litigation Hold, as it will be redundant with the above settings