WWL Tenants - Terms of use

If you are being provided with a tenant as a part of an instructor-led training delivery, please note that the tenant is made available for the purpose of supporting the hands-on labs in the instructor-led training.

Tenants should not be shared or used for purposes outside of hands-on labs. The tenant used in this course is a trial tenant and cannot be used or accessed after the class is over and are not eligible for extension.

Tenants must not be converted to a paid subscription. Tenants obtained as a part of this course remain the property of Microsoft Corporation and we reserve the right to obtain access and repossess at any time.

Lab 5 - Exercise 1 - Implement and manage retention

You are Joni Sherman, a Compliance Administrator at Contoso Ltd. The company is tightening its data security strategy to reduce risk exposure related to financial data and privileged communications. You’ve been asked to configure Microsoft Purview retention solutions that support audit readiness, limit unnecessary data retention, and ensure proper oversight for sensitive communications.

Tasks:

1. Create a retention label
2. Publish a retention label
3. Create an auto-apply retention label policy
4. Create a static retention policy
5. Recover SharePoint content

Task 1 – Create a retention label

In this task, you’ll create a retention label for sensitive financial data that needs to be retained for auditing and investigation purposes.

1. Log into Client 1 VM (SC-401-CL1) as the SC-401-cl1\admin account.

2. In Microsoft Edge, navigate to https://purview.microsoft.com and sign in to the Microsoft Purview portal as Joni Sherman JoniS@WWLxZZZZZZ.onmicrosoft.com (where ZZZZZZ is your unique tenant ID provided by your lab hosting provider). Joni’s password was set in a previous exercise.

3. Navigate to Solutions > Data Lifecycle Management > Retention labels.

4. On the Labels page, select Create a label.

5. On the Name your retention label page, enter:

   • Name: Sensitive Financial Records
   • Description for users: Use for financial files with sensitive data that must be retained for audit or security purposes.
   • Description for admins: Retains high-impact financial data for 5 years to support audits and security investigations.

6. Select Next.

7. On the Define label settings page, select Retain items forever or for a specific period, then select Next.

8. On the Define the period page, ensure these values are set for the retention period configuration input:

   • How long is the period?: 5 Years
   • When should the period begin?: When items were modified

9. Select Next.

10. On the Choose what happens after the retention period page select Delete items automatically, then select Next.

11. On the Review and finish page, select Create label.

12. On the Your retention label is created page, select the option to Do nothing, then select Done.

You’ve created a retention label that retains financial content for five years and deletes it afterward to reduce data exposure.

Task 2 – Publish a retention label

In this task, you’ll publish the retention label so users can apply it in Microsoft 365 services like Exchange, SharePoint, and OneDrive.

1. In Microsoft Purview, navigate to Solutions > Data Lifecycle Management > Retention labels.

2. Select the checkbox next to the Sensitive Financial Records label, then select the Publish labels icon () to publish this retention label.

3. On the Choose labels to publish page, verify the Sensitive Financial Records label is selected, then select Next.

4. On the Policy Scope page select Next.

5. On the Choose the type of retention policy to create page select Static then select Next.

6. On the Choose where to publish labels page select Let me choose specific locations and select:

   • Exchange mailboxes
   • SharePoint classic and communication sites
   • OneDrive accounts
   • Deselect all other locations

7. Select Next.

8. On the Name your policy enter:

   • Name: Sensitive Financial Data Retention
   • Description: Makes the 'Sensitive Financial Records' label available to users in Exchange, SharePoint, and OneDrive.

9. Select Next.

10. On the Finish page, select Submit.

11. On the Your retention label was published page, select Done.

You’ve published the retention label, making it available for users to apply in key Microsoft 365 services.

Task 3 – Create an auto-apply retention label policy

In this task, you’ll configure a policy that automatically applies a retention label to content containing personal financial information.

1. In Microsoft Purview, navigate to Solutions > Data Lifecycle Management > Policies > Label policies.

2. On the Label policies page, select Auto-apply a label to start the label configuration.

3. On the Let’s get started page, enter:

   • Name: Auto-apply Personal Financial PII
   • Description: Applies this label to personal financial data to help meet audit and investigation requirements. Retains content for 3 years.

4. Select Next.

5. On the Choose the type of content you want to apply this label to page, select Apply label to content that contains sensitive info, then select Next.

6. On the Content that contains sensitive info page, select the Financial category, then select the U.S. Gramm-Leach-Bliley Act (GLBA) regulation, then select Next.

7. On the Define content that contains sensitive info page, select Next.

8. On the Policy Scope page, select Next.

9. On the Choose the type of retention policy to create​ page, select Static.

10. On the Choose where to publish labels page select Let me choose specific locations and select:

    • Exchange mailboxes
    • SharePoint classic and communication sites
    • OneDrive accounts
    • Deselect all other locations

11. On the Choose a label to auto-apply page, select Add label.

12. On the Choose a label flyout, select Personal Financial PII, then select Add.

13. Back on the Choose a label to auto-apply page, select Next.

14. On the Decide whether to test or run your policy, select Test the policy before running it, then select Next.

15. On the Review and finish page, select Submit, then select Done on the Your auto-labeling policy has been created page.

You’ve created an auto-apply policy that identifies personal financial data and applies a retention label automatically.

Task 4 – Create a static retention policy

In this task, you’ll create a static retention policy for Microsoft Teams content to help reduce long-term data risk.

1. In Microsoft Purview, navigate to Solutions > Data Lifecycle Management > Policies > Retention policies.

2. On the Retention policies page, select New retention policy.

3. On the Name your retention policy page, enter:

   • Name: Teams Retention
   • Description: Retains Teams chats and channel messages for 3 years, then deletes them to reduce long-term data risk.

4. Select Next.

5. On the Policy Scope page, select Next.

6. On the Choose the type of retention policy to create page, select Static, then select Next.

7. On the Choose locations to apply the policy page, enable:

   • Teams channel messages
   • Teams chats
   • Leave all other locations disabled.

8. Select Next.

9. On the Decide if you want to retain content, delete it, or both page, ensure these values are set for the retention configuration:

   • Select Retain items for a specific period.
   • Under Retain items for a specific period, select Custom from the dropdown list
   • Change the years field to 3
   • Start the retention period based on: When items were last modified
   • At the end of the retention period: Delete items automatically

10. Select Next.

11. On the Review and finish page select Submit, then select Done on the You successfully created a retention policy page.

You’ve configured a static retention policy that retains Teams messages for three years before automatically deleting them.

Task 5 – Recover SharePoint content

In this task, you’ll simulate restoring a deleted document from a SharePoint site to validate your recovery options.

1. You should still be logged into Client 1 VM (SC-401-CL1) as the SC-401-CL1\admin account and logged in as Joni Sherman in Microsoft Purview.

2. Select the App launcher (the grid icon) in the top-left corner, then select SharePoint from the sub-menu.

   

3. On the SharePoint landing page, search for Benefits then select Benefits @ Contoso from the search results.

4. In the left sidebar select Documents.

5. On the Documents page, select the checkbox for Vacation Policies.pptx then select Delete from the action bar.

6. On the Delete? dialog, select Delete.

7. On the left sidebar, select Recycle bin.

8. On the Recycle bin page, right click Vacation Policies.pptx, then select Restore.

9. On the left sidebar, select Documents and notice the file has been restored.

You have successfully recovered a deleted document from a SharePoint Site.