Enable Archive Policy & Assign Retention Tag for a User in Microsoft 365
1. Install Exchange Online Module
Run PowerShell as Administrator and install the required module:
Install-Module -Name ExchangeOnlineManagementType Y when prompted for installation confirmation.
Type Yes when asked for repository installation.
2. Connect to Exchange Online
Connect-ExchangeOnlineYou’ll be prompted to log in with your Microsoft 365 admin credentials.
3. Enable Archive Mailbox
Enable archive mailbox for the user:
Enable-Mailbox -Identity "user@domain.com" -ArchiveVerify archive status:
Get-Mailbox -Identity "user@domain.com" | FL ArchiveStatus✅ You can also verify the archive folder in Outlook after a few minutes.
4. Enable Auto-Expanding Archive
🕒 Allow ~30 minutes for the change to take effect.
5. Create Retention Tag
Create a retention tag to move items to archive after 1 year:
If an error occurs:
Then re-run the Retention Tag command above.
6. Create and Assign Retention Policy
Create a new retention policy and link the tag:
Assign the policy to a specific mailbox:
7. Force Apply Retention Policy (Optional)
Manually trigger Managed Folder Assistant (if allowed):
⚠️ Note: MFA runs automatically every 7 days per mailbox. Manual triggering may fail if backend restrictions apply.
8. Verify Archive & Policy Status
Check if archive and auto-expanding archive are enabled:
Check mailbox statistics (archive progress, size, etc.):
9. Important Notes
Archiving does not happen instantly — allow up to 12–24 hours for the Managed Folder Assistant to process.
MFA runs automatically once every 7 days per mailbox.
Archive ensures compliance and helps optimize mailbox storage.
✅ End Result
After completing all steps:
The archive mailbox and auto-expanding archive are enabled.
The retention policy automatically moves emails older than 1 year to the archive folder.
Mailbox data is now compliant, optimized, and efficiently managed.
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