Understanding the precedence of Retention policy with Security&Compliance center and the other O365 applications:


Video: how to create label and publish it: https://www.youtube.com/watch?v=basH02hOKgI

A retention policy in Office 365 can help you achieve all of these goals. Managing content commonly requires two actions:

  • Retaining content so that it can’t be permanently deleted before the end of the retention period.
  • Deleting content permanently at the end of the retention period.

To understand how different retention policies are applied to content, keep these principles of retention in mind:

  1. Retention wins over deletion. Suppose that one retention policy says to delete Exchange email after three years, but another retention policy says to retain Exchange email for five years and then delete it. Any content that reaches three years old will be deleted and hidden from the users’ view, but still retained in the Recoverable Items folder until the content reaches five years old, when it will be permanently deleted.
  2. The longest retention period wins. If content’s subject to multiple policies that retain content, it will be retained until the end of the longest retention period.
  3. Explicit inclusion wins over implicit inclusion. This means:
    1. If a label with retention settings is manually assigned by a user to an item, such as an Exchange email or OneDrive document, that label takes precedence over both a policy assigned at the site or mailbox level and a default label assigned by the document library. For example, if the explicit label says to retain for ten years, but the policy assigned to the site says to retain for only five years, the label takes precedence. Note that auto-apply labels are considered implicit, not explicit, because they’re applied automatically by Office 365.
    2. If a retention policy includes a specific location, such as a specific user’s mailbox or OneDrive for Business account, that policy takes precedence over another retention policy that applies to all users’ mailboxes or OneDrive for Business accounts but doesn’t specifically include that user’s mailbox.
  4. The shortest deletion period wins. Similarly, if content’s subject to multiple policies that delete content (with no retention), it will be deleted at the end of the shortest retention period.

Understand that the principles of retention work as a tie-breaking flow from top to bottom: If the rules applied by all policies or labels are the same at one level, the flow moves down to the next level to determine precedence for which rule is applied.

Office 365 groups retention and expiration:

retention policy define with Security&Compliance wins

After expiration (inactivity days), the o365 group will be soft deleted and can be recovered in the next 30 days, except if a retention policy is greater. The owner(s) will be informed 30 days,15 days,1 day before group expiration.




Onedrive data deletion and retention:

by default 30 days


Max 93 days for SPO:


Retention for EXO:



Restore a deleted O365 group:


Archive or restore a team: