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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..."
 
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== 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

Revision as of 08:33, 27 November 2025

  1. Investigating Notes Folder Archiving in Exchange Online
    1. 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.

---

    1. 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.

---

    1. Commands Used for Investigation
      1. 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*"}

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