How To
Summary
In Exchange Online, when a mailbox is placed on retention hold via `RetentionHoldEnabled`, users can see a notification or comment about it in Outlook under File > Account Settings > Account Settings (under the Email tab, in the mailbox details).
This is often a retention comment provided by admins when enabling the hold, informing users of the hold's purpose, start/end dates, etc.
Objective
Per Microsoft: By default, you cannot prevent users from seeing if a cloud mailbox is in retention hold in Outlook Account Settings, as this is an admin-controlled feature.
TIP: The visibility is intentional for transparency per Microsoft but can be managed or suppressed as needed.
Microsoft does not provide a direct server-side toggle to completely hide this from all users’ organization-wide without affecting functionality.
Associated Support articles:
Place a mailbox on retention hold in Exchange Online
Common settings for retention policies and retention label policies.
Disable default retention policy/tags
Hide the retention policy UI in Outlook 2016
However, you can:
- Leave the retention comment blank (prevents display of custom text).
- Use a Group Policy (GPO) or registry setting on client machines to suppress the entire retention policy UI in Outlook (hides holds, tags, and related info).
- Limit user access to personal retention tags (reduces related UI elements but doesn't fully hide holds).
Environment
Outlook 2016+ including Microsoft 365 Apps desktop client only. (Not Outlook on the web).
Steps
Steps Using Exchange Online PowerShell
1. Connect to Exchange Online PowerShell:
```
Install-Module -Name ExchangeOnlineManagement
Connect-ExchangeOnline -UserPrincipalName <YourAdminUPN>
```
2. Enable retention hold without a comment for a specific mailbox:
```
Set-Mailbox -Identity "<UserUPN or MailboxName>" -RetentionHoldEnabled $true
```
- Example: `Set-Mailbox -Identity "john.doe@contoso.com" -RetentionHoldEnabled $true`
3. For bulk (all mailboxes in an OU or filtered list):
```
Get-Mailbox -OrganizationalUnit "Finance" -ResultSize Unlimited | Set-Mailbox -RetentionHoldEnabled $true
```
4. Verify:
```
Get-Mailbox -Identity "<UserUPN>" | Select Name, RetentionHoldEnabled, RetentionComment
```
- `RetentionComment` should be empty.
5. To disable later (if needed):
```
Set-Mailbox -Identity "<UserUPN>" -RetentionHoldEnabled $false
```
NOTE: This doesn't hide the hold status entirely but removes admin-provided details. Changes take effect after the Managed Folder Assistant processes the mailbox (run `Start-ManagedFolderAssistant -Identity "<UserUPN>"` to force it).
Option 2: Suppress Retention Policy UI in Outlook (Client-Side, Organization-Wide)
To hide all retention-related UI (including hold notifications, policy bars in emails, and folder properties), deploy a registry key via Group Policy.
NOTE: This works for Outlook 2016+ (including Microsoft 365 Apps) and affects the desktop client only (Not Outlook on the web).
Registry Key Details
- Path: `HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options` (for Outlook 2016/2019/365; use `15.0` for 2013).
- Key: `SuppressRetentionPolicyUI` (DWORD).
- Value: `1` (hides UI; default is `0` to show).
Deployment via Group Policy (Recommended for Admins)
1. Open Group Policy Management Console on a domain controller.
2. Create/edit a GPO (e.g., "Hide Outlook Retention UI") and link it to the relevant OU.
3. Navigate to User Configuration > Preferences > Windows Settings > Registry.
4. Right-click Registry > New > Registry Item.
5. Configure:
- Action: Update.
- Hive: HKEY_CURRENT_USER.
- Key Path: `Software\Microsoft\Office\16.0\Outlook\Options`.
- Value Name: `SuppressRetentionPolicyUI`.
- Value Type: REG_DWORD.
- Value Data: `1`.
6. Apply the GPO and run `gpupdate /force` on client machines.
Manual Deployment (Per-Machine, for Testing)
1. Open Registry Editor (`regedit`) as admin.
2. Navigate to `HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options`.
3. Right-click > New > DWORD (32-bit) Value > Name it `SuppressRetentionPolicyUI`.
4. Double-click it > Set Value data to `1` > OK.
5. Restart Outlook.
Caveats:
- This hides all retention UI (e.g., users can't apply personal tags or see policy info).
- Doesn't affect Outlook on the web (OWA); for OWA, remove the `MyRetentionPolicies` role from user role assignment policies (see Option 3).
- Test on a pilot group, as it may impact users who need to view policies.
Option 3: Prevent Users from Managing Personal Retention Tags (Reduces UI Exposure)
Users see more retention details if they can add personal tags via OWA/Outlook settings. Revoke this to minimize visibility.
Steps Using Exchange Online PowerShell
1. Connect as in Option 1.
2. Create a custom role assignment policy without `MyRetentionPolicies`:
```
New-RoleAssignmentPolicy -Name "Limited Retention Policy" -Roles "My Mail Subscriptions", "MyDistributionGroupMembership", "MyDistributionGroups", "MyMailboxDelegation", "MyReadPermissions", "MyRetentionPolicies?=$false", "MyRmsPartnerAccess", "MySendAsPermission", "MyTextMessaging"
```
- The `?=$false` excludes the role.
3. Assign to users:
```
Set-Mailbox -Identity "<UserUPN>" -RoleAssignmentPolicy "Limited Retention Policy"
```
4. For all new users, set as default:
```
Set-OrganizationConfig -DefaultRoleAssignmentPolicy "Limited Retention Policy"
```
This blocks users from selecting extra tags in settings, reducing what appears in Account Settings.
Additional Information
Note: Retention holds are processed via Messaging Records Management (MRM). If you're using modern Microsoft Purview retention policies (recommended over legacy MRM), holds behave similarly but are managed in the Purview compliance portal. The visibility issue persists unless it is suppressed client-side.
Option 1: Prevent Custom Comments from Appearing (Server-Side, Per-Mailbox)
When enabling retention hold, omit the `-RetentionComment` parameter or set it to an empty string. Users won't see explanatory text, though a generic "Retention Hold" status may still appear.
Recommendations and Best Practices
- Use Modern Retention: Migrate from legacy MRM holds to Microsoft Purview retention policies (in the compliance portal). They offer adaptive scopes and less legacy UI baggage. Create policies via Microsoft Purview > Data lifecycle management > Retention policies.
- Permissions Needed: You need the Messaging Records Management role (part of Compliance Management admin role).
- Troubleshooting: If holds persist invisibly, check `Get-Mailbox <User> | fl Hold` for conflicts (e.g., Litigation Hold). For Purview holds, use `Get-ComplianceTag` in Security & Compliance PowerShell.
- Alternatives: If this is for legal/compliance, consider eDiscovery holds instead—they're less visible to users.
Document Location
Worldwide
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Document Information
Modified date:
25 November 2025
UID
ibm17252545