Investigating Notes Folder Archiving in Exchange Online - Revision history

Swapnil.mangalkar@heinfricke.team at 08:37, 27 November 2025

2025-11-27T08:37:32Z

← Older revision		Revision as of 08:37, 27 November 2025
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	Investigating Notes Folder Archiving in Exchange Online		Investigating Notes Folder Archiving in Exchange Online

	~~---~~		== Objective ==

	## Objective
	The goal of this article is to investigate why Outlook Notes are being moved to the Online Archive and to verify whether retention policies or archive policies are applied to the Notes folder in Exchange Online.		The goal of this article is to investigate why Outlook Notes are being moved to the Online Archive and to verify whether retention policies or archive policies are applied to the Notes folder in Exchange Online.

	~~---~~		== Background ==

	## Background
	Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, there were cases where Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.		Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, there were cases where Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.

	~~---~~		== Commands Used for Investigation ==

	~~## Commands Used for Investigation~~		=== 1. Estimate number of Notes in mailbox ===
			Search-Mailbox -Identity Kroeger@zippel24.com -SearchQuery 'Kind:notes' -EstimateResultOnly

	~~### 1. Estimate number of Notes in mailbox~~
	~~```powershell~~
	~~Search-Mailbox -Identity Kroeger@zippel24.com -SearchQuery 'Kind:notes' -EstimateResultOnly~~
	~~```~~
	This command estimates the number of Notes in the mailbox without modifying them.		This command estimates the number of Notes in the mailbox without modifying them.

	~~---~~		=== 2. Check mailbox folder statistics ===

	~~###~~ 2. Check mailbox folder statistics
	~~```powershell~~
	Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com \| Where-Object {$_.FolderPath -like "Notes"}		Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com \| Where-Object {$_.FolderPath -like "Notes"}
	~~```~~
	~~Finds all folders in the mailbox related to Notes.~~
	~~Example folder path found: /Notizen (localized German folder name for Notes)~~

	~~---~~		Finds all folders in the mailbox related to Notes. Example folder path found: /Notizen (localized German folder name for Notes)

	~~###~~ 3. Check Notes folder in the Online Archive		=== 3. Check Notes folder in the Online Archive ===
	~~```powershell~~
	Get-MailboxFolderStatistics -Archive -Identity "Kroeger@zippel24.com" \| Where-Object {$_.FolderPath -like "Notizen"}		Get-MailboxFolderStatistics -Archive -Identity "Kroeger@zippel24.com" \| Where-Object {$_.FolderPath -like "Notizen"}
	~~```~~
	Confirms whether Notes are present in the Online Archive.		Confirms whether Notes are present in the Online Archive.

	~~---~~		=== 4. Verify mailbox retention policy ===

	~~###~~ 4. Verify mailbox retention policy
	~~```powershell~~
	Get-Mailbox -Identity Kroeger@zippel24.com \| Select-Object DisplayName,RetentionPolicy		Get-Mailbox -Identity Kroeger@zippel24.com \| Select-Object DisplayName,RetentionPolicy
	~~```~~
	~~Shows the retention policy assigned to the mailbox.~~
	~~In this case, the user has the Default MRM Policy.~~

	~~---~~		Shows the retention policy assigned to the mailbox. In this case, the user has the Default MRM Policy.

	~~###~~ 5. List all retention tags in the policy		=== 5. List all retention tags in the policy ===
	~~```powershell~~
	Get-RetentionPolicy -Identity "Default MRM Policy" \| Select RetentionPolicyTagLinks		Get-RetentionPolicy -Identity "Default MRM Policy" \| Select RetentionPolicyTagLinks
	~~```~~
	Shows all retention tags linked to the assigned policy.		Shows all retention tags linked to the assigned policy.

	---		=== 6. Check retention tags applicable to Notes ===
			Get-RetentionPolicyTag \| Where-Object {$_.Type -eq "Personal" -or $_.Type -eq "All"} \| Select Name,Type,AgeLimitForRetention,RetentionAction

	~~### 6. Check retention tags applicable to Notes~~
	~~```powershell~~
	~~Get-RetentionPolicyTag \| Where-Object {$_.Type -eq "Personal" -or $_.Type -eq "All"} \| Select Name,Type,AgeLimitForRetention,RetentionAction~~
	~~```~~
	Checks all retention tags of type Personal or All, including their action and age limit.		Checks all retention tags of type Personal or All, including their action and age limit.

	---		=== 7. Check folder-level retention/archive settings for Notes ===
			Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com -FolderScope Notes \| Select-Object Name,FolderPath,RetentionPolicy,ArchivePolicy,MessageAgeLimit

	~~### 7. Check folder-level retention/archive settings for Notes~~
	~~```powershell~~
	~~Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com -FolderScope Notes \| Select-Object Name,FolderPath,RetentionPolicy,ArchivePolicy,MessageAgeLimit~~
	~~```~~
	Confirms whether the Notes folder has any retention or archive policy applied.		Confirms whether the Notes folder has any retention or archive policy applied.

	Result:		'''Result:'''
	~~```~~
	Name : Notizen		Name : Notizen
	FolderPath : /Notizen
			FolderPath : /Notizen

	RetentionPolicy :		RetentionPolicy :
	ArchivePolicy :
			ArchivePolicy :

	MessageAgeLimit :		MessageAgeLimit :
	~~```~~
	Interpretation: No retention or archive policies are applied to the Notes folder.

	~~---~~		'''Interpretation:''' No retention or archive policies are applied to the Notes folder.

	## Findings		== Findings ==
	~~- Notes~~ folder is not governed by retention policies in Exchange Online.		· Notes folder is not governed by retention policies in Exchange Online.
	~~- No server-side archive policy is applied to the Notes folder.~~
	~~- Any Notes movement to the Online Archive is likely caused by client-side Outlook AutoArchive or manual actions.~~
	~~- Microsoft best practices advise not using Global Admin accounts for everyday tasks, and instead using role-based access with PIM for temporary elevated permissions~~.

	---		· No server-side archive policy is applied to the Notes folder.

	## Conclusion		· Any Notes movement to the Online Archive is likely caused by client-side Outlook AutoArchive or manual actions.

			· Microsoft best practices advise not using Global Admin accounts for everyday tasks, and instead using role-based access with PIM for temporary elevated permissions.

			== Conclusion ==
	The investigation confirms that Outlook Notes are not automatically archived by Exchange Online policies. If Notes are moving to the Online Archive, it is likely due to local Outlook AutoArchive settings or manual user actions. Administrators should verify client-side settings to prevent unintended archiving.		The investigation confirms that Outlook Notes are not automatically archived by Exchange Online policies. If Notes are moving to the Online Archive, it is likely due to local Outlook AutoArchive settings or manual user actions. Administrators should verify client-side settings to prevent unintended archiving.

	~~---~~		== References ==
			· Microsoft Docs: Retention Policies in Exchange Online
	## References
	~~- [Microsoft~~ Docs: Retention Policies in Exchange Online~~](https://learn.microsoft.com/en-us/microsoft-365/compliance/retention-policies)~~
	~~- [Microsoft Docs: Mailbox Folder Statistics](https://learn.microsoft.com/en-us/powershell/module/exchange/get-mailboxfolderstatistics)~~

Swapnil.mangalkar@heinfricke.team at 08:35, 27 November 2025

2025-11-27T08:35:35Z

← Older revision	Revision as of 08:35, 27 November 2025
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		Investigating Notes Folder Archiving in Exchange Online

		---

		## Objective
		The goal of this article is to investigate why Outlook Notes are being moved to the Online Archive and to verify whether retention policies or archive policies are applied to the Notes folder in Exchange Online.

		---

		## Background
		Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, there were cases where Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.

		---

		## Commands Used for Investigation

		### 1. Estimate number of Notes in mailbox
		```powershell
		Search-Mailbox -Identity Kroeger@zippel24.com -SearchQuery 'Kind:notes' -EstimateResultOnly
		```
		This command estimates the number of Notes in the mailbox without modifying them.

		---

		### 2. Check mailbox folder statistics
		```powershell
		Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com \| Where-Object {$_.FolderPath -like "Notes"}
		```
		Finds all folders in the mailbox related to Notes.
		Example folder path found: /Notizen (localized German folder name for Notes)

		---

		### 3. Check Notes folder in the Online Archive
		```powershell
		Get-MailboxFolderStatistics -Archive -Identity "Kroeger@zippel24.com" \| Where-Object {$_.FolderPath -like "Notizen"}
		```
		Confirms whether Notes are present in the Online Archive.

		---

		### 4. Verify mailbox retention policy
		```powershell
		Get-Mailbox -Identity Kroeger@zippel24.com \| Select-Object DisplayName,RetentionPolicy
		```
		Shows the retention policy assigned to the mailbox.
		In this case, the user has the Default MRM Policy.

		---

		### 5. List all retention tags in the policy
		```powershell
		Get-RetentionPolicy -Identity "Default MRM Policy" \| Select RetentionPolicyTagLinks
		```
		Shows all retention tags linked to the assigned policy.

		---

		### 6. Check retention tags applicable to Notes
		```powershell
		Get-RetentionPolicyTag \| Where-Object {$_.Type -eq "Personal" -or $_.Type -eq "All"} \| Select Name,Type,AgeLimitForRetention,RetentionAction
		```
		Checks all retention tags of type Personal or All, including their action and age limit.

		---

		### 7. Check folder-level retention/archive settings for Notes
		```powershell
		Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com -FolderScope Notes \| Select-Object Name,FolderPath,RetentionPolicy,ArchivePolicy,MessageAgeLimit
		```
		Confirms whether the Notes folder has any retention or archive policy applied.

		Result:
		```
		Name : Notizen
		FolderPath : /Notizen
		RetentionPolicy :
		ArchivePolicy :
		MessageAgeLimit :
		```
		Interpretation: No retention or archive policies are applied to the Notes folder.

		---

		## Findings
		- Notes folder is not governed by retention policies in Exchange Online.
		- No server-side archive policy is applied to the Notes folder.
		- Any Notes movement to the Online Archive is likely caused by client-side Outlook AutoArchive or manual actions.
		- Microsoft best practices advise not using Global Admin accounts for everyday tasks, and instead using role-based access with PIM for temporary elevated permissions.

		---

		## Conclusion
		The investigation confirms that Outlook Notes are not automatically archived by Exchange Online policies. If Notes are moving to the Online Archive, it is likely due to local Outlook AutoArchive settings or manual user actions. Administrators should verify client-side settings to prevent unintended archiving.

		---

		## References
		- [Microsoft Docs: Retention Policies in Exchange Online](https://learn.microsoft.com/en-us/microsoft-365/compliance/retention-policies)
		- [Microsoft Docs: Mailbox Folder Statistics](https://learn.microsoft.com/en-us/powershell/module/exchange/get-mailboxfolderstatistics)

Swapnil.mangalkar@heinfricke.team: Blanked the page

2025-11-27T08:35:28Z

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← Older revision		Revision as of 08:35, 27 November 2025
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	~~# Investigating Notes Folder Archiving in Exchange Online~~

	~~## Objective~~
	The goal of this article is to investigate why Outlook Notes are being moved to the Online Archive and to verify whether retention policies or archive policies are applied to the Notes folder in Exchange Online.

	~~---~~

	~~## Background~~
	Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, in some cases, Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.

	~~---~~

	~~## Commands Used for Investigation~~

	~~### 1. Estimate number of Notes in mailbox~~
	~~```powershell~~
	~~Search-Mailbox -Identity Kroeger@zippel24.com -SearchQuery 'Kind:notes' -EstimateResultOnly~~

	~~Check mailbox folder statistics~~

	~~Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com \| Where-Object {$_.FolderPath -like "Notes"}~~

	~~Finds all folders in the mailbox related to Notes.~~

	~~Example folder path found: /Notizen (localized German folder name for Notes)~~

	~~3. Check Notes folder in the Online Archive~~

	~~Get-MailboxFolderStatistics -Archive -Identity "Kroeger@zippel24.com" \| Where-Object {$_.FolderPath -like "Notizen"}~~

Swapnil.mangalkar@heinfricke.team at 08:33, 27 November 2025

2025-11-27T08:33:38Z

← Older revision		Revision as of 08:33, 27 November 2025
Line 1:		Line 1:
	~~== Objective ==~~		# Investigating Notes Folder Archiving in Exchange Online
	~~The goal of this article is to investigate why Outlook '''~~Notes~~''' are being moved to the Online Archive and to verify whether '''retention policies''' or '''archive policies''' are applied to the Notes folder~~ in Exchange Online.
	~~----~~

	~~== Background ==~~		## Objective
	Outlook Notes are ~~usually not impacted by~~ retention policies or ~~auto-archiving~~ in Exchange Online. ~~However, there were cases where Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.~~		The goal of this article is to investigate why Outlook Notes are being moved to the Online Archive and to verify whether retention policies or archive policies are applied to the Notes folder in Exchange Online.
	~~----~~

	~~== Commands Used for Investigation ==~~		---

	~~=== 1~~. ~~Estimate number of~~ Notes in ~~mailbox ===~~		## Background
			Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, in some cases, Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.

	* This command estimates the number of Notes in the mailbox without modifying them.		---

	~~----~~		## Commands Used for Investigation

	~~=== 2~~. ~~Check~~ mailbox ~~folder statistics ===~~		### 1. Estimate number of Notes in mailbox
			```powershell
			Search-Mailbox -Identity Kroeger@zippel24.com -SearchQuery 'Kind:notes' -EstimateResultOnly

	* Finds all folders in the mailbox ~~related to Notes.~~		Check mailbox folder statistics
	* Example folder ~~path found: <code>/Notizen</code> (localized German folder name for Notes)~~

	----		Get-MailboxFolderStatistics -Identity Kroeger@zippel24.com \| Where-Object {$_.FolderPath -like "Notes"}

	~~=== 3. Check Notes folder~~ in the ~~Online Archive ===~~		Finds all folders in the mailbox related to Notes.

	* Confirms whether Notes ~~are present in the Online Archive.~~		Example folder path found: /Notizen (localized German folder name for Notes)

	~~----~~		3. Check Notes folder in the Online Archive

	~~=== 4. Verify mailbox retention policy ===~~		Get-MailboxFolderStatistics -Archive -Identity "Kroeger@zippel24.com" \| Where-Object {$_.FolderPath -like "Notizen"}

	* Shows the retention policy assigned to the mailbox.
	* In this case, the user has the '''Default MRM Policy'''.

	~~----~~

	~~=== 5. List all retention tags in the policy ===~~

	* Shows all retention tags linked to the assigned policy.

	~~----~~

	~~=== 6. Check retention tags applicable to Notes ===~~

	* Checks all retention tags of type '''Personal''' or '''All''', including their action and age limit.

	~~----~~

	~~=== 7. Check folder-level retention/archive settings for Notes ===~~

	* Confirms whether the Notes folder has any retention or archive policy applied.

	~~'''Result:'''~~

	* '''Interpretation:''' No retention or archive policies are applied to the Notes folder.

	~~---~~-

	~~== Findings ==~~

	~~# '''Notes folder is not governed by retention policies''' in Exchange Online.~~
	~~# No server~~-~~side archive policy is applied to the Notes folder.~~
	~~# Any Notes movement to the Online~~ Archive ~~is '''likely caused by client~~-~~side Outlook AutoArchive''' or manual actions~~.
	~~# Microsoft best practices advise '''not using Global Admin accounts for everyday tasks''', and instead using '''role~~-~~based access''' with PIM for temporary elevated permissions~~.

	~~----~~

	~~== Conclusion ==~~
	The investigation confirms that Outlook Notes are '''not automatically archived by Exchange Online policies'''. If Notes are moving to the Online Archive, it is likely due to '''local Outlook AutoArchive settings''' or '''manual user actions'''. Administrators should verify client-side settings to prevent unintended archiving.
	~~---~~-

	~~== References ==~~

	* ~~Microsoft Docs: Retention Policies in Exchange Online~~
	* ~~Microsoft Docs: Mailbox Folder Statistics~~

Swapnil.mangalkar@heinfricke.team: Created page with "== Objective == The goal of this article is to investigate why Outlook '''Notes''' are being moved to the Online Archive and to verify whether '''retention policies''' or '''archive policies''' are applied to the Notes folder in Exchange Online. ---- == Background == Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, there were cases where Notes were found in the Online Archive. This article documents the steps an..."

2025-11-27T08:29:01Z

Created page with "== Objective == The goal of this article is to investigate why Outlook '''Notes''' are being moved to the Online Archive and to verify whether '''retention policies''' or '''archive policies''' are applied to the Notes folder in Exchange Online. ---- == Background == Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, there were cases where Notes were found in the Online Archive. This article documents the steps an..."

New page

== Objective ==
The goal of this article is to investigate why Outlook '''Notes''' are being moved to the Online Archive and to verify whether '''retention policies''' or '''archive policies''' are applied to the Notes folder in Exchange Online.
----

== Background ==
Outlook Notes are usually not impacted by retention policies or auto-archiving in Exchange Online. However, there were cases where Notes were found in the Online Archive. This article documents the steps and PowerShell commands used to investigate the issue.
----

== Commands Used for Investigation ==

=== 1. Estimate number of Notes in mailbox ===

* This command estimates the number of Notes in the mailbox without modifying them.

----

=== 2. Check mailbox folder statistics ===

* Finds all folders in the mailbox related to Notes.
* Example folder path found: <code>/Notizen</code> (localized German folder name for Notes)

----

=== 3. Check Notes folder in the Online Archive ===

* Confirms whether Notes are present in the Online Archive.

----

=== 4. Verify mailbox retention policy ===

* Shows the retention policy assigned to the mailbox.
* In this case, the user has the '''Default MRM Policy'''.

----

=== 5. List all retention tags in the policy ===

* Shows all retention tags linked to the assigned policy.

----

=== 6. Check retention tags applicable to Notes ===

* Checks all retention tags of type '''Personal''' or '''All''', including their action and age limit.

----

=== 7. Check folder-level retention/archive settings for Notes ===

* Confirms whether the Notes folder has any retention or archive policy applied.

'''Result:'''

* '''Interpretation:''' No retention or archive policies are applied to the Notes folder.

----

== Findings ==

# '''Notes folder is not governed by retention policies''' in Exchange Online.
# No server-side archive policy is applied to the Notes folder.
# Any Notes movement to the Online Archive is '''likely caused by client-side Outlook AutoArchive''' or manual actions.
# Microsoft best practices advise '''not using Global Admin accounts for everyday tasks''', and instead using '''role-based access''' with PIM for temporary elevated permissions.

----

== Conclusion ==
The investigation confirms that Outlook Notes are '''not automatically archived by Exchange Online policies'''. If Notes are moving to the Online Archive, it is likely due to '''local Outlook AutoArchive settings''' or '''manual user actions'''. Administrators should verify client-side settings to prevent unintended archiving.
----

== References ==

* Microsoft Docs: Retention Policies in Exchange Online
* Microsoft Docs: Mailbox Folder Statistics