Removing Access and Retaining Mailbox Content: A Cost-Effective Solution | MS-500 Exam Answer

Removing Access and Retaining Mailbox Content: A Cost-Effective Solution

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Question

You are the IT administrator of an organization with a Microsoft 365 subscription and Microsoft 365 E5 licenses assigned to your users.

You have been tasked with removing all access to company resources for a user in the legal department, and eventually delete the user.

However, the user's mailbox content must be retained indefinitely.

The solution should be cost effective.

What should you do?

Answers

Explanations

Click on the arrows to vote for the correct answer

A. B. C. D.

Correct Answer: D

When you place a mailbox on litigation hold, the content is preserved for a specified duration or until you remove the hold.

By placing the mailbox of the user in the legal department on litigation hold, the mailbox content is saved as requested.

Note: Placing a mailbox on hold Litigation hold will also place the user's archive mailbox on hold - if present.

See exhibit:

To... Retain mailbox content indefinitely after an ‘employee leaves the organization Retain mailbox content for a specific period after an employee leaves the ‘organization and then delete it Do this... Place the mailbox on Litigation Hold or apply a Microsoft 365 retention policy (that's configured to retain content) to the mailbox. Don't specify a hold duration for the Litigation Hold or don’t configure the retention policy to delete items. Alternatively you can use a retention policy that retains items forever. Remove the user's Microsoft 365, account. Apply a Microsoft 365 retention policy to the mailbox. Configure the retention policy to retain and then delete items when the retention period expires. Remove the user's Microsoft 365, account. Result All content in the inactive mailbox, including items in the Recoverable Items folder, is retained indefinitely. When the retention period for a mailbox item expires, the item is moved to the Recoverable Items folder and then it's permanently deleted (purged) from the inactive mailbox when the deleted item retention period (for Exchange mailboxes) expires. The retention period of the Microsoft 365 retention policy can be configured based on the original date a mailbox item was received or created, or when it was last modified.

Option A is incorrect.

Keeping the user in a licensed mode will retain the mailbox, but license costs will occur.

This will also prevent you from deleting the user.

Option B is incorrect.

This is incorrect.

The employee's mailbox data is retained for 30 days after the account is removed.

During this period, you can still recover the mailbox data by undeleting the account.

After 30 days, the data is permanently removed.

Option C is incorrect.

This is incorrect.

The Export Users function in Microsoft 365 Admin Center will not export mailbox content.

Reference:

To know more about alert inactive mailboxes, please refer to the link below:

The correct answer is D. Place the mailbox on Litigation Hold.

Explanation:

As an IT administrator, you are tasked with removing all access to company resources for a user in the legal department, and eventually deleting the user. However, the user's mailbox content must be retained indefinitely. To achieve this, you need to place the user's mailbox on Litigation Hold.

Litigation Hold is a feature in Microsoft 365 that allows you to preserve mailbox content even if a user deletes it. When you place a mailbox on Litigation Hold, all mailbox items are preserved, including email messages, calendar items, and attachments. The content is retained indefinitely or until the hold is removed.

To place a mailbox on Litigation Hold, follow these steps:

  1. Sign in to the Microsoft 365 admin center with your admin account.
  2. In the left navigation pane, click on "Users".
  3. In the list of users, select the user whose mailbox you want to place on Litigation Hold.
  4. Click on "Mail" in the user's details pane.
  5. Under "In-Place Archive", click on "Enable".
  6. Under "In-Place Archive", click on "Litigation Hold".
  7. Click on "Edit".
  8. Select "On" under "Litigation Hold".
  9. Under "Preserve deleted items for (days)", select "Indefinitely".
  10. Click on "Save".

By placing the mailbox on Litigation Hold, you can remove all access to company resources for the user in the legal department and eventually delete the user, while still retaining the mailbox content indefinitely. This solution is cost-effective because it does not require any additional licenses or external storage devices.

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