Admin dashboard

Retention & compliance

Keep mail for as long as your organisation needs, preserve it when required, and let the right people access another person's mailbox: all from the dashboard.

Retention policies

A retention policy permanently deletes messages older than a set number of days from the folders you choose, for example Trash and Spam. It runs on a schedule so mailboxes don't grow forever.

1. Open Compliance → Retention policies and click New policy.
2. Enter how many days to keep mail, and tick the folders the policy should clean.
3. Leave Policy is active ticked to run it, or untick it to save it for later.
4. Click Create.

Compliance → Retention policies → New policy.

1. 1Retention (days): messages older than this are deleted permanently.
2. 2Folders: which folders the policy cleans, for example Trash and Spam.
3. 3Policy is active: untick to save the policy without running it.
4. 4Create: saves the policy. Mailboxes on legal hold are always skipped.

Legal holds

A legal hold preserves a mailbox's mail so nothing can be deleted while an investigation or dispute is ongoing: it overrides retention. While a mailbox is on hold, its mail is kept regardless of other settings.

1. Open Compliance → Legal holds.
2. Choose the mailbox and type a reason, such as a case reference.
3. Click Place on hold. The mailbox appears under Active holds.

Compliance → Legal holds.

1. 1Mailbox: the mailbox to protect.
2. 2Reason: a case reference or note for your records.
3. 3Place on hold: exempts the mailbox from retention policies until you remove the hold.

Delegated access

Delegation lets one person use another's mailbox: for example an assistant handling an executive's mail, or someone covering a colleague on leave. Grants and removals are recorded in the activity log.

1. Open Mailbox Tools → Delegated access and choose the mailbox.
2. Under Add delegate, type the person's address (a user or mailbox in your organisation).
3. Tick what they may do: Manage, Read, and either Send as or Send on behalf (not both).
4. Click Grant access. Change permissions later in the list and click Save, or click Remove.

Mailbox Tools, then Delegated access.

1. 1Mailbox: the mailbox you are sharing.
2. 2Delegates: who already has access, and what they can do.
3. 3Remove: takes a delegate's access away.
4. 4Delegate email: the person to give access to.
5. 5Grant access: saves the new delegate with the ticked permissions.

Audit & reports

Admin actions are recorded in the activity log. Use it to see who did what, and export it when you need a record.

1. Open Activity Log near the bottom of the dashboard menu.
2. Filter by action, or search by email or resource, and click Details on any row.
3. To keep a copy, open Compliance → Audit log export, choose the dates and format, click Preview to see the row count, then Download.

The activity log.

1. 1Action filter: show one kind of action, for example mailbox changes.
2. 2Search: by the person's email or the resource changed.
3. 3Action: what was done, for example delegate.add.
4. 4Details: the full record of that action.

Compliance, then Audit log export.

1. 1Start date and End date: a range of up to 366 days.
2. 2Action prefix: optional, for example mailbox. for mailbox changes only.
3. 3Format: CSV or JSON.
4. 4Preview: shows how many rows the export will contain.
5. 5Download: up to 100,000 rows per export.

Troubleshooting

If mail can't be deleted or old mail isn't being cleaned up, check Legal holds first: a mailbox under hold is skipped by every retention policy.

Compliance, then Legal holds.

1. 1Active hold: the mailbox and the reason it is held.
2. 2Release: lifts the hold, so retention policies apply again.
3. 3Mailbox: choose a mailbox here to place a new hold.