Merge pull request #12575 from cabailey/cabailey-m365powershell-deletedresources

Add Caution info about duplicate SMTP addresses

Author: cabailey

exchange/exchange-ps/exchange/Set-AppRetentionCompliancePolicy.md

@@ -130,6 +130,8 @@ Set-AppRetentionCompliancePolicy -Identity "Teams Private Channel Retention Poli
 ```
 This example excludes the specified soft-deleted mailbox or mail user from the retention policy configured for Teams private channel messages. You can identify the deleted resources using the mailbox or mail user's email address.
 
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
+
 Policy exclusions must remain within the supported limits for retention policies. For more information, see [Limits for Microsoft 365 retention policies and retention label policies](https://learn.microsoft.com/purview/retention-limits#maximum-number-of-items-per-policy).
 
 ### Example 3
@@ -147,6 +149,8 @@ Set-AppRetentionCompliancePolicy -Identity "Teams Private Chat Retention Policy"
 
 This example is similar to Example 2, except multiple deleted resources are specified.
 
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
+
 ## PARAMETERS
 
 ### -Identity
@@ -375,11 +379,15 @@ Accept wildcard characters: False
 ```
 
 ### -DeletedResources
-The DeletedResources parameter specifies the deleted mailbox or mail user to add as an exclusion to the respective location list. Use this parameter with the AddTeamsChatLocationException parameter for deleted mailboxes or mail users that needs to be excluded from a Teams only retention policy.
+The DeletedResources parameter specifies the deleted mailbox or mail user to add as an exclusion to the respective location list. Use this parameter with the AddTeamsChatLocationException parameter for deleted mailboxes or mail users that need to be excluded from a Teams only retention policy.
 
 A valid value is a JSON string. Refer to the Examples section for syntax and usage examples of this parameter.
 
-For information on the inactive mailbox scenario, see [Learn about inactive mailboxes](https://learn.microsoft.com/purview/inactive-mailboxes-in-office-365).
+For information about the inactive mailbox scenario, see [Learn about inactive mailboxes](https://learn.microsoft.com/purview/inactive-mailboxes-in-office-365).
+
+**CAUTION**: This parameter uses the SMTP address of the deleted mailbox or mail user, which might also be specified for other mailboxes or mail users. If you use this parameter without first taking additional steps, other mailboxes and mail users with the same SMTP address in the retention policy will also be excluded. To check for additional mailboxes or mail users with the same SMTP address, use the following command and replace *user@example.com* with the SMTP address to check: `Get-Recipient -IncludeSoftDeletedRecipients user@contoso.com |Select-Object DisplayName, EmailAddresses, Description, Alias, RecipientTypeDetails, WhenSoftDeleted`
+
+To prevent active mailboxes or mail users with the same SMTP address from being excluded, put the mailbox on [Litigation Hold](https://learn.microsoft.com/purview/ediscovery-create-a-litigation-hold) before you run the command with the DeletedResources parameter.
 
 ```yaml
 Type: String

exchange/exchange-ps/exchange/Set-RetentionCompliancePolicy.md

@@ -148,6 +148,8 @@ Set-RetentionCompliancePolicy -Identity "Sales Policy" -RemoveModernGroupLocatio
 
 The example removes the specified deleted Microsoft 365 Group and site from the specified policy. You identify the deleted resources using the Microsoft 365 Group email address and the related site ID.
 
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
+
 ### Example 3
 ```powershell
 $stringJson = @"
@@ -162,6 +164,9 @@ Set-RetentionCompliancePolicy -Identity "Tenant Level Policy" -AddModernGroupLoc
 
 The example excludes the specified deleted Microsoft 365 Group and site from the specified tenant level policy. You identify the deleted resources using the Microsoft 365 Group email address and the related site ID.
 
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
+
+
 ### Example 4
 ```powershell
 $stringJson = @"
@@ -180,6 +185,8 @@ Set-RetentionCompliancePolicy -Identity "Sales Policy" -RemoveModernGroupLocatio
 
 This example is similar to Example 2, except multiple deleted resources are specified.
 
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
+
 ### Example 5
 ```powershell
 $stringJson = @"
@@ -192,7 +199,8 @@ Set-RetentionCompliancePolicy -Identity "Teams Chat Retention Policy" -AddTeamsC
 ```
 
 This example excludes the specified soft-deleted mailbox or mail user from the mentioned Teams Retention Policy. You can identify the deleted resources using the mailbox or mail user's email address.
-Policy exclusions must remain within the supported limits for retention policies: [Limits for Microsoft 365 retention policies and retention label policies](https://learn.microsoft.com/purview/retention-limits#maximum-number-of-items-per-policy)
+
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
 
 ### Example 6
 ```powershell
@@ -210,6 +218,11 @@ Set-RetentionCompliancePolicy -Identity "Teams Chat Retention Policy" -AddTeamsC
 
 This example is similar to Example 5, except multiple deleted resources are specified.
 
+**IMPORTANT**: Before you run this command, make sure you read the Caution information for the [DeletedResources parameter](#-deletedresources) about duplicate SMTP addresses.
+
+Policy exclusions must remain within the supported limits for retention policies: [Limits for Microsoft 365 retention policies and retention label policies](https://learn.microsoft.com/purview/retention-limits#maximum-number-of-items-per-policy)
+
+
 ## PARAMETERS
 
 ### -Identity
@@ -663,9 +676,13 @@ The DeletedResources parameter specifies the deleted Microsoft 365 Group, mailbo
 
 A valid value is a JSON string. Refer to the Examples section for syntax and usage examples of this parameter.
 
-For more information on the deleted Microsoft 365 Group scenario, see [Learn more about modern group deletion under retention hold](https://learn.microsoft.com/purview/retention-settings#what-happens-if-a-microsoft-365-group-is-deleted-after-a-policy-is-applied).
+**CAUTION**: When you use a SMTP address with this parameter, be aware that the same address might also be in use for other mailboxes or mail users. To check for additional mailboxes or mail users with the same SMTP address, use the following command and replace *user@example.com* with the SMTP address to check: `Get-Recipient -IncludeSoftDeletedRecipients user@contoso.com |Select-Object DisplayName, EmailAddresses, Description, Alias, RecipientTypeDetails, WhenSoftDeleted`
+
+To prevent active mailboxes or mail users with the same SMTP address from being excluded, put the mailbox on [Litigation Hold](https://learn.microsoft.com/purview/ediscovery-create-a-litigation-hold) before you run the command with the DeletedResources parameter.
+
+For more information about the deleted Microsoft 365 Group scenario, see [Learn more about modern group deletion under retention hold](https://learn.microsoft.com/purview/retention-settings#what-happens-if-a-microsoft-365-group-is-deleted-after-a-policy-is-applied).
 
-For more information on the inactive mailbox scenario, see [Learn about inactive mailboxes](https://learn.microsoft.com/purview/inactive-mailboxes-in-office-365).
+For more information about the inactive mailbox scenario, see [Learn about inactive mailboxes](https://learn.microsoft.com/purview/inactive-mailboxes-in-office-365).
 
 ```yaml
 Type: String