Archive in Outlook 2016 for Windows

Applies To: Outlook 2016
Outlook 2016 includes a quick archive feature on the Home tab of the ribbon. Office 365 for business customers also have access to an Online Archive.

Archive messages with a single action

You can use the Archive button in the Delete group on the Home tab to move one or more messages to an archive folder without deleting them. There are several benefits to using Archive.

  • Archived items remain easy to find from the search box or by navigating to your Archive folder
  • Items are still available on your phone or other devices via the Archive folder

Moving messages to your Archive folder won’t reduce your mailbox size. Messages are still stored in your mailbox, but they’re in another folder.

  1. Choose one or more messages in your folder to archive.
  2. On the Home tab, in the Delete group, choose Archive.One Click ArchivingNOTES:
    • If you haven’t previously set up an archive folder, you’ll get this prompt:Set up One-Click Archive
    • If you’ve used Archive on another Outlook client like, you won’t see the prompt and items will be moved to your existing Archive folder.
  3. Choose one of the following:
    • Create archive folder
    • Choose existing folder

    NOTE: Your message(s) will be moved to the Archive folder you’ve specified. If you archive a message by mistake, go to the Archive folder and move the message back to your Inbox.

How does this relate to Online Archive?

Online Archive is a feature for Office 365 enterprise customers who have uncommonly large mailboxes. These customers can use an Online Archive to avoid deleting old mail. A user’s Online Archive acts somewhat like a second account in Outlook with its own folder structure. As a result, it isn’t included in searches performed from the Inbox.

If an Online Archive is enabled, administrators and users can set up their mailbox to automatically move old messages to the Online Archive using Archive Policies.

Recommendations for using Archive and Online Archive

We recommend using the new Archive feature to keep your Inbox clean of messages you’ve already answered or acted on. You can also delete messages or move them to specific folders if that’s more your style.

For users with large mailboxes in an Office 365 Enterprise organization, we recommend administrators set an Archive Policy that moves items to an Online Archive after one year, or less if users are reaching their mailbox quota faster. This ensures users don’t have to delete old mail to make room for new mail. Mail older than the specified time can be moved from both the Inbox folder and the local Archive folder.


From Skykicks website…

The Cloud is an exciting market, but today it just got even more exciting on the news that Microsoft is acquiring LinkedIn.  (Overview deck from Microsoft here)

Even though the news is still breaking,  I’ve gotten a number of questions already, so I wanted to share some initial thoughts on how I think this acquisition could benefit partners.

Accelerating Your Office 365 Business

I think the biggest benefit for IT solution providers and partners will be to help accelerate the sales of Office 365.

We’ve been thinking a lot recently about the huge opportunity for partners to move and manage their customers to the cloud with our State of the Office 365 SMB cloud study. In it, we shared that according to our research, 92% of US SMBs with under 250 employees are yet to adopt Office 365.

This news reinforces what we’re seeing. Office 365 is the leading cloud productivity app, but Microsoft is constantly innovating, investing, and opening up even more ways to help partners drive Office 365 adoption. This acquisition is another ($26B) proof point.

Initially, I expect partners to see inbound interest from customers who have been sitting on the fence waiting to buy, or are curious as to what this means for them longer-term. Either way, these are incredible opportunities to start to build a relationship with customers that are considering the move to Office 365 and get your take on how this benefits them.

Second, this will significantly bolster the Office 365 value prop, making sales faster and easier. Who wouldn’t want to tell a customer the reason you should buy Office 365 is because it’s the leading product activity in the world with LinkedIn directly integrated.   Imagine your customer’s LinkedIn network coming alive within Outlook, giving them more information, more power and easier ways to engage with theircustomers. Plus, this acquisition brings in a number of new feature assets, such as e-learning with, also expanding the range of prospects exposed to Office 365. “Business has always been a social activity – this acquisition confirms it”.

Finally, from a brand perspective, this is another huge example of how Microsoft is investing to make their cloud the best cloud on the planet.

In the channel, partners have been grappling with the transformations necessary to succeed in the cloud, and two key areas of challenge are building smart sales and marketing plans, as well as creating the right go-to-market strategy that creates maximum differentiation. Partners who are currently focusing on evolving their sales and marketing strategies for the cloud will want to ensure that they become great at infusing a host of new LinkedIn related opportunities into their plans. There’s an excellent presentation on some ways Microsoft is thinking about it here.

Making Office 365 More Useful For Customers

Not only do partners win with this deal, but their customers will too.  Microsoft has shared plans to find a range of ways to integrate the LinkedIn graph and Microsoft’s own B2B user graph within Office 365. There will be a ton written in the next few days, but here’s a few product ideas I’ve always wished they’d have with Office; hopefully we’ll get some of these soon.

  • Unified Business Identity – I think deeper integration of a person’s LinkedIn network, as well as other key professional history, skills, articles, education and more directly into Outlook contact store, would be awesome. Imagine if you could right-click an email address in Outlook and see the connections you have in common, and other business essential information. This would take my business communication to a whole new level.
  • Groups – Merging and morphing of Office 365 new group feature. Having external groups with LinkedIn groups would be very useful and relevant.
  • Collaboration – Easier ways to real-time Skype, email, share and collaborate within your professional network could be super helpful. Liking and commenting is great, but imagine true collaboration where you can get the right information to the right people with just a couple clicks.
  • More visibility and management of the News Feed – Making the News Feed more accessible, searchable, and consumable would be appreciated. I don’t live in LinkedIn all day, so integrating it into the Outlook and SharePoint experiences I work with and making it more usable would be a big win.
  • Integration of the LinkedIn Mail system – If you’re like me you probably don’t like managing multiple inboxes outside of Outlook. It’s a total pain to remember to go out there and then have to manage them in a basic web interface.  Imagine having your LinkedIn network mails integrated directly into a common Outlook interface with its rich functionality such as threads, reply all, attachments, Skype meeting integration and more. This has been a pet peeve of mine for a while – can’t wait.

Of course all of this is from LinkedIn to O365, but perhaps more importantly is the network effect of bringing 1.2B office users into the network. Making the data richer, more meaningful and more useful will not only enhance Office but also the LinkedIn network itself


Two thirds of large British businesses have experienced a cyber-attack or breach in the last 12 months, research has revealed. Findings from the Cyber Security Breaches Survey, undertaken by Ipsos Mori for the Government, show a quarter of large firms experiencing a cyber breach did so at least once a month.

Results from the survey have been released alongside the Government’s Cyber Governance Health Check, which was launched following the TalkTalk cyber-attack in October last year.

In light of the findings, businesses are now being urged to better protect themselves. Digital Economy Minister Ed Vaizey said: “The UK is a world-leading digital economy and this Government has made cyber security a top priority.

“Too many firms are losing money, data and consumer confidence with the vast number of cyber attacks. It’s absolutely crucial businesses are secure and can protect data. As a minimum, companies should take action by adopting the Cyber Essentials scheme which will help them protect themselves.”

Findings show that in some cases the cost of cyber breaches and attacks on businesses reached millions, and that almost half of the top FTSE 350 businesses regarded this as the biggest threat. It was also revealed that seven out of 10 attacks on all firms involved viruses, spyware or malware, and could have been prevented, while only a fifth of businesses have a clear view of the dangers of sharing information with third parties.

Over the next five years the Government has pledged to invest £1.9 billion to tackle and prevent the crime, as well as a new National Cyber Security Centre which will offer security support. A new national cyber security strategy will also be published later this year, setting out proposals to improve virtual safety across the Government, businesses and consumers.

Firms are also being encouraged to take action using the 10 Steps to Cyber Security which recommends measures such as malware protection, network security and monitoring.

If you want to talk about cyber-security and business continuity get in touch with us. We can help!


Lets Do Business

…well ok, it’s not exactly a race meeting, but it’s definitely worth you making a date to attend the “Let’s Do Business Expo” – Chambers of Commerce event on the 23 June at Uttoxeter Racecourse!  You can join us for a fantastic opportunity to hear some great speakers, attend seminars and network too.

We will be on hand to discuss getting the most out of your IT, as well as all things ‘Cloud’ related. After 20 years of being in business, we know a thing or two and are always pleased to advise on how to design and develop a robust and resilient computer network, bearing in mind critical matters such as disaster recovery should the worst occur. Details of the event are attached herewith for your perusal.

Please let us know if you will be attending so we can look out for you or, alternatively, if you can’t make it but would like a visit to discuss your IT.