What is a retention policy?
Using retention policies, you are able to control how long the data you need to maintain in the Microsoft cloud apps you use will be stored by your organization or company. This policy dictates the length of time that messages will display in a chat or channel, as well as the duration for which files will be saved in Teams, OneDrive, or SharePoint when they are created.
A system message will replace any messages that are deleted by an organization’s retention policy – even if you have pin it or saved it. This is the case even if you interact with an organization via Teams – that has set an expiration date for messages. There will be a single post that will be deleted in a channel conversation when the original post expires. If the retention period is still in effect, all replies will be retained for the remainder of the period.
As a result of the retention policies of some organizations outside your org, the Teams app can delete messages when you chat one on one or in groups with people outside your organization. There will be a deletion of all messages for everyone who took part in the conversation.
If files are shared using a chat or channels message, their retention policy may differ from the policy that is set up in the time and date where the message that was linked to them was shared. The files may also have a separate expiration date from the date and time in which the message was sent. As mentioned earlier, in those cases, the message and the preview of the file may still be displayed in Teams. However, when you try to open the file, you might receive a message telling you that it was unable to discover the file on your computer.
How do I delete messages before the expiration date?
Simply hover over the message and choose More options > Delete if you want to delete the message before it is deleted by the retention policy.
Frequently Asked Questions
Does Teams have a retention policy?
What is the default retention policy for Microsoft Teams?
What would you build to improve user retention on Microsoft Teams?
- Create a persona for each user to help you define their needs.
- You are required to select a persona and identify what they are trying to accomplish when using the product.
- In order to improve the objective/metric, a pain point has to be identified and suggestions for improvements made.
- In the next step, we will prioritize features based on their importance.
- The final step of the analysis is to summarize the findings.