Applying a Retention Policy to an Outlook Folder

    Per district policy, emails will only be retained for a period of 5 years. After that time frame, they will be deleted from your Outlook accounts. If you have emails you would like to retain for longer than 5 years, you can create a new Outlook Folder and change the retention policy for that specific folder. To do this, please follow these directions.

    Microsoft 365 Outlook (online version)
    1. Create a new folder in Outlook and title it. For directions on how to create a folder in Outlook, please follow these directions: https://support.sau19.org/help/en-us/62-microsoft-outlook/477-creating-email-folders

    2. Right-click on the new folder you created or the folder you wish to change the retention policy for and select Assign Policy.
     

    3. Select the desired retention policy. If you want to retain emails indefinitely, choose Never Delete. 

    The new retention policy will now be applied to this folder and any emails added to folder will remain for the duration of the select retention policy. 

    Outlook Desktop App (Classic)
    1. Create a new folder in Outlook and title it. For directions on how to create a folder in Outlook, please follow these directions: https://support.sau19.org/help/en-us/62-microsoft-outlook/477-creating-email-folders

    2. Right-click on the new folder you created or the folder you wish to change the retention policy for and select Properties.
     

    3. Click on the Policy tab and click the drop-down menu for the Folder Policy.

     

    4. Select the desired retention policy. If you want to retain emails indefinitely, choose Never Delete. Then click OK.

    The new retention policy will now be applied to this folder and any emails added to folder will remain for the duration of the select retention policy. 


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