Updates to Vanderbilt IT storage and retention policies will affect users of Microsoft services

Starting Nov. 4, Vanderbilt IT will roll out new retention and storage policies that will affect users of Microsoft services across the university.

Key Changes:

1. Microsoft Teams Chat Retention
   • All chat messages will be automatically deleted after 30 days.
   • This applies to one-to-one, group and meeting chats.
   • There will be no changes to messages in Teams channels.
2. OneDrive Storage Limits
   • Limits for faculty and staff, active students: 250 GB cap
   • Limits for affiliates (including VUMC-employed faculty and staff with VUnetIDs), contractors and other account holders: 50 GB cap
   • Vanderbilt offers several storage options to meet academic, research and administrative needs. Get more information about the storage options available.
3. Microsoft Exchange/Outlook Email Changes
   • For current staff, graduate students and affiliates: Items in "Deleted Items" folder will be purged after 90 days.
   • No change for faculty
   • No change for undergraduate students using Gmail
   • Changes for additional email populations including faculty and shared exchange mailboxes are still under review.

Upcoming Changes

In spring 2025, all emails older than seven years will be purged from Microsoft Exchange/Outlook . This will apply to all folders within the mailbox, including online archives.

Resources

Learn more about saving local email copies, requesting exceptions, and answers to frequently asked questions. You can also get details on additional storage options. If you have additional questions, please contact the Vanderbilt IT Help Desk via chat, submit a ticket or email [email protected].