By default, Spanning Backup for Microsoft 365 retains your data as long as users have Spanning Licenses. You can set up a mail retention policy which will delete any email messages in your backups with a received date older than the retention period set.
The email retention period will apply to all Spanning licensed users in your organization.
- An organization sets a 180 day email retention period in Spanning
- Spanning will delete all email existing in any backup with a received date greater than 180 days, and continue to do this on a daily basis automatically
- For new users being backed up after a retention policy is set, no emails older than the retention period will be backed up
- The mail retention policy setting for your tenant is displayed on the Settings page.
If you would like more information about mail retention, or would like to set up a policy for your organization, please contact email@example.com. The request to enable a mail retention policy must come from a Global Admin in the tenant.
Any changes to the retention policy will be tracked in the immutable Activity Log with a record of the admin who requested the policy change.
To learn more about Retention for other workloads, like OneDrive, SharePoint, and Teams. See the article Tenant Wide Retention.