How to apply Retention Policy to Shared Mailbox in Office 365

by Vlad Turiceanu
Vlad Turiceanu
Vlad Turiceanu
Passionate about technology, Windows, and everything that has a power button, he spent most of his time developing new skills and learning more about the tech world. Coming... read more
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Apply Retention Policy to Shared Mailbox

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Are you looking for a way to apply Retention Policy to Shared Mailbox? In Office 365, admins can create an archiving and deletion policy that automatically moves items to a user’s archive mailbox or deletes items after they reach a certain age limit.

This means creating a retention policy that’s assigned to mailboxes. The procedure basically involves applying the retention tag to a shared mailbox, along with setting retention URL, hold duration, etc., for shared mailboxes in bulk.

A retention tag applies retention settings to individual messages and folders in the user’s mailbox. The tag defines how long a message remains in the mailbox and what happens when the message reaches the specified retention age.

It’s up to you – do you want it moved to the user’s archive mailbox or simply deleted? Make up your mind about that and then you’re ready to apply the Retention Policy to Shared Mailbox. Let us guide you on how to perform the procedure.

How can I apply Retention Policy to Shared Mailbox?

  1. First, make sure you’ve signed into your Windows device with your user ID. That’s the one associated with your Office 365 license.
  2. Open Edge.
  3. Here you can see the tab for Office 365. Click it.Office 365 tab
  4. Select Management from the left navigation section.
  5. Up next, click Mailbox Management.
  6. You may now select Shared Mailbox Retention Policy.
  7. Choose the O365 tenant to which you want to apply the settings.
  8. Give all necessary inputs.
  9. Click Enter name(s) to search for the desired objects.
  10. You may also import details from a CSV file. For that, click Download Sample CSV to view the format, before import.
  11. Now, select the objects for which you wish to apply this configuration.
  12. Click Selected Objects count to preview selected objects.
  13. Click Apply to Apply to shared mailbox
  14. Finally, you can view the status of the operation.

The retention policy usually takes effect after seven days by default. To verify that the new retention policy was indeed assigned to mailboxes, select a mailbox on the Mailboxes page, and then click Edit. Then, on the mailbox properties page for the selected user, click Mailbox features.

The name of the new policy assigned to the mailbox should be now displayed in the Retention policy drop-down list.


You might have tried to attach a personal retention tag to a shared mailbox which deletes all emails older than 30 days, let’s say.

The default ‘1 month delete’ tag from the O365 web portal doesn’t seem to function. It just states instead No retention policies have been applied to this mailbox. Parameter name: Mailbox. That’s the clear sign that you’re supposed to apply this policy as quickly as possible.

If you have any questions or concerns about the procedure, don’t hesitate to let us know in the comments section below.

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