Nov 27, 2017
In my June 6, 2017 newsletter I discussed using the Archive folder and button that Microsoft added to some releases of Outlook 2016. I also wrote about it in the 5th Edition of my Outlook book. In both places I stated that you could change the target folder that the Archive button points to. And I suggested pointing it to the Processed Mail folder.
Well, in a new build of Outlook 2016 this last fall Microsoft removed the ability to change the target folder for that button. The button can now only be pointed at the Archive folder.
I think Microsoft removed the ability to choose your own target folder because Microsoft is adding the Archive button to all its mail products, including their phone apps, and they probably found that it’s too hard to support it if people keep moving the target folder around. So I guess I don’t blame them.
If you like the one-click approach for filing into the Processed Mail folder, then using a Quick Step to do the same thing is not a bad workaround and more flexible. (Watch free Video #24 at this link for more info on Quick Steps).
However there are some advantages to the Archive button. First is it’s Backspace key shortcut—that’s pretty handy. Next is that Microsoft added it to its smartphone Outlook app, and if you use that app having that button there is also pretty handy.
So my suggestion is this: some MYN users might consider using the Archive folder instead of the Processed Mail folder, so you can get those benefits. You’d use it in exactly the same way as the Processed Mail folder, and simply move all mail there. As far as I can see, there are no downsides to making that change.