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Message Retention Rules

Retention rules within the Northwestern Collaboration Services/Exchange system allow users to permanently delete messages based on a time period. By default, no Retention rules will be applied to user account folders or messages.

Retention Rules delete messages from a specific folder based on a time period you decide. Current retention rules allow you to delete messages that are:

Northwestern IT recommends that you set Retention rules on your email folders to help manage your primary inbox storage quota.  Setting up these policies will help to reduce your quota by permanently removing older messages.

Assign a Retention Rule to Email Folders in Outlook 2010

  1. Open Outlook 2010.

    Screenshot of the Microsoft Outlook Home tab ribbon. The Assign Policy menu is in the Tags section.
  2. On the Home Pane, click on the Assign Policy button.  A window similar to the following will appear.

    Assign Policy drop-down menu. Retention policies range from 30 days to 6 months to never.
  3. Select the Retention Policy you want applied to the folder.  (Note:  It can take several days for the policy selected to take effect and begin moving messages, please give the system time to process the request.  Messages older than the time period you specify will be moved into the Deleted Items folder).

Remove Retention Rules from a Folder in Outlook 2010

When you remove a retention rule, the parent folder policy applies to the item, if one is assigned.

  1. Within Outlook 2010, in the Navigation Pane, click a mail folder.
  2. On the Folder tab, in the Properties group, click Policy.

    The Policy button on the Folder tab.
  3. Under Folder Policy, change the current option to Use Parent Folder Policy.
  4. Click Apply, and then OK to save and exit.

Last Updated: 2 November 2017

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