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Email Retention Policy, effective Oct. 1: FAQs & tip sheet to help you prepare

To prepare for the new Outlook 18-month Email Retention Policy that takes effect on Thursday, Sept. 1, Beaumont team members should review items in Outlook and Outlook archives—including all sent and received emails, all archived emails, all subfolders, all shared mailboxes, all notes, all tasks, all calendar items and RSS feeds—that are 18 months or older and save items that are necessary for business. 

Please see FAQ and tip sheet to help you export and save emails.
This short video can also help to export and save emails.

On Sept. 1, emails 18 months or older will be automatically deleted. Once deleted, these items will not be retrievable.

Remember to: 

  • Save items required to do your job in long-term storage: My Documents, OneDrive or OneNote.
  • Use resources available on the Information Technology page. To access, you must be connected to the Beaumont network.

Note: Employees currently on medical leave will automatically get 60 days to save their Outlook items once they return to work. For these employees, 11 years of data will be available for review for 60 days after their return-to-work date.

IT Service Desk, option 7, at 888-481-2448. With policy questions, please contact privacyoffice@beaumont.org.

How to access your Beaumont email

Using a Beaumont computer at a Beaumont Health location:

  • Use Microsoft Outlook, if installed, or the Office365 Outlook icon found on your desktop.

Outlook        Office365

Using a Beaumont computer at a non-Beaumont location, or a non-Beaumont computer at a Beaumont location, or a non-Beaumont computer at a non-Beaumont location:

  • From any computer, launch either Internet Explorer or Google Chrome. Go to portal.office.com.
    • Note: If unable to log into portal.office.com, use bhapps.beaumont.org and click the Outlook icon. If both do not work, create a Service Request with manager approval to gain access.
  • Another way to access your Beaumont email is to visit outlook.office365.com. 
  • Additional instruction can be found here.

Using your personal smartphone:

  • Install the Outlook application from the App store for iPhone or iPads, or Google Play store for Android smartphones and tablets.
  • Open the Outlook app and log in with your Beaumont email address and password.

For more information or assistance with your shared calendars, contact the IT Service Desk at 888-481-2448.



A message from the chief medical officer:

We use your Beaumont email because it is a secure and well-maintained email service using Outlook. Personal email addresses are more vulnerable to cyberattacks and the use of Beaumont email will provide uniformity and consistency as well as the assurance that you are receiving important communications.

We understand that many of you do not use your Beaumont email because you have had a bad experience in the past with receiving too many non-work-related messages. Our IT team is working to block unrelated communications and create firewalls to keep out unnecessary messaging. And, with security of email of vital importance, Beaumont’s IT team works diligently to provide as secure a system as possible.

We appreciate your patience and feedback as we continue to improve this process daily. Please send any feedback you may have to physician.communications@beaumont.org.



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