Unable to delete OneDrive file due to retention policy

Question

Unable to delete OneDrive file due to retention policy

Selvapriyan Ramachandran 20

User is trying to delete a OneDrive file which has 1000 version and it's filling up the OneDrive space. When user tries to delete the file its throwing "Version of this item cannot be deleted because it on hold or retention policy" We do have rention policy in place. How can I exclude the policy using PowerShell and delete the file and put back the policy?

0 comments

Answer accepted by question author

0 additional answers

Your answer

Answer 1

Dear Selvapriyan Ramachandran,

The error message Versions of this item cannot be deleted because it is on hold or retention policy typically indicates that the document or its versions are currently protected by either a Microsoft Purview Retention Policy or an eDiscovery Hold.

To determine the exact cause, I recommend first running the Invalid Retention or grace eDiscovery Hold diagnostic in the Microsoft 365 admin center. This diagnostic can identify whether an invalid retention policy or an eDiscovery hold is preventing the deletion of the document versions.

Depending on the results:

Option 1: The file is protected by a Retention Policy

Review this article for the Set-RetentionCompliancePolicy PowerShell cmdlet: Set-RetentionCompliancePolicy (Exchange PowerShell) | Microsoft Learn

This cmdlet includes both-Add* and-Remove* parameters that can be used to add or remove SharePoint/OneDrive locations from a retention policy. If you need to temporarily exclude the affected OneDrive site, use the appropriate-Remove* parameter first. After the file versions have been deleted, you can reapply the policy by using the corresponding-Add* parameter.

Option 2: The file is protected by an eDiscovery Hold

Review this article for the Set-CaseHoldPolicy PowerShell cmdlet: Set-CaseHoldPolicy (Exchange PowerShell) | Microsoft Learn

Similar to retention policies, the cmdlet provides both-Add* and-Remove* parameters. You can remove the affected OneDrive or SharePoint location from the hold, perform the required cleanup, and then add the location back to the hold policy afterwards.

Please note that policy changes may take some time to propagate throughout Microsoft 365. Additionally, if the site was recently removed from a retention policy or hold, a grace period may still prevent deletion attempts.

Reference article: Can't delete a site because of a retention policy or eDiscovery hold

I hope this helps. Welcome to share any updates when you have time if you need further help on this issue.

Thank you very much for your valuable time and your cooperation.

Selvapriyan Ramachandran 20 Reputation points

2026-08-20T03:01:05.61+00:00

My issue was with the global retention policy. Once I exclude, I was able to delete the file. I used the PowerShell to exclude from policy
Jade Ng 15,480 Reputation points Microsoft External Staff Moderator

2026-08-20T04:42:11.25+00:00

Dear Selvapriyan Ramachandran,

Thank you for the update.

I'm glad to hear you were able to resolve the issue. Since the file was covered by a global retention policy, the document versions were protected from deletion. Excluding the affected OneDrive account from the retention policy allowed the file to be deleted successfully.

Please ensure the OneDrive account is added back to the retention policy if required to remain compliant with your organization's retention requirements.

Thank you for sharing the resolution. It may also help others who encounter the same behavior in the future.