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Archiving in a shared mailbox

Anonymous
2023-05-01T21:57:14+00:00

I just switched to the new Outlook and discovered a serious problem: archiving in a shared mailbox is broken. For one, the archive button will not appear in the ribbon, even if you check to include it in the customization options. It is still possible to archive using quick actions or by pressing backspace, but this is even worse: instead of correctly archiving to the archive folder of the shared mailbox, it entirely removes the message from the shared mailbox and places it in your personal archive folder, making it inaccessible to other users of the shared mailbox. The only way to successfully archive an email is to select Move to and then hunt down the shared mailbox archive folder in there. I am on Windows 10 Enterprise, version 21H2, with the newest version of Outlook.

Outlook | Windows | Classic Outlook for Windows | For home

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  1. Anonymous
    2023-05-08T06:59:26+00:00

    Hello CWM14,

    Good day to you and thanks for update. Based on your post, we have checked from our side with New Outlook for Windows and found the same result as yours.

    We do understand your query here and we do apologize not able to meet your requirement at this moment. However, thank you for trying New Outlook for Windows and your valuable suggestion. Therefore, we will surely raise your concerns to our Product Development Team and hopefully this can be included in the future updates. In the meantime, we sincerely recommend you post your valuable suggestion as an idea on our in-app New Outlook feedback site. To provide feedback, go to Help> Feedback. You can refer to Contact support and provide feedback within the new Outlook for Windows - Microsoft Support.

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    Our Product Development Team are committed to enhancing the customer experience by continually examining suggestions to include in the design and development of future product upgrades based on your suggestions. Hopefully your suggestion will help many users in the future. Thank you for your precious time, valuable suggestion and understanding. For other concerns, please do not hesitate to add your post in the Microsoft Community Team.  

    If my post helps to get required information for this feature, you can give your vote on this, it helps other community members who are facing such issue and finding information. At this point we highly appreciate your precious time and kind cooperation.

    Stay safe and healthy. Have a nice day!

    Sincerely,

    Ankita Vaidya | Microsoft Community Moderator

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  2. Anonymous
    2023-05-02T13:39:52+00:00

    To be clear, this isn't an issue with the shared mailbox; I've used the archive feature there countless times with no issues. The problem is only on the new Outlook; the archive is fully activated and works fine if I switch back to the old Outlook. The shared mailbox archive is still accessible in new Outlook; it simply is very challenging to move anything there.

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  3. Anonymous
    2023-05-02T02:37:03+00:00

    Dear CWM14,

    Greeting. Thank you for posting to Microsoft Community.

    I understand your concerns and sincerely apologize for the inconvenience this may cause. I did thorough research and testing from our side.

    May I know what's your account type? (Exchange account/outlook.com/hotmail.com/imap account/pop account)?

    Generally to enable the archive for a shared mailbox, an Exchange Online Plan 2 license or an Exchange Online Plan 1 license with an Exchange Online Archiving license is required. Once you enable archive for shared mailbox, based on the retention policy that's assigned to mailboxes, items are moves shared mailbox’s archive mailbox and that also deletes items from the mailbox after they reach a certain age limit. Archive is depends on Retention policy and retention policy is depends on Retention tag. You can enable archive with default retention policy and you can also customize it.

    A. If you want to enable archive with default retention policy, you just simply need to Enable archive mailboxes in the Security & Compliance Center. For step by step information, please Click here.

    B. If you want to enable archive with custom retention policy, you need to create retention tag and then add such retention tag in your retention policy. Once retention policy is created, assign that policy to shared mailbox and enable archive.

    Step 1: Create a custom archive default policy tag

    Step 2: Create a new retention policy

    Step 3: Assign the new retention policy to user mailboxes

    Step 4: Enable an archive mailbox or Go to Exchange Admin center > Shared Mailbox > search for your shared mailbox > Mailbox features > Enable Archive

    The shared mailbox without license can be enabled online archive mailbox. In this situation, the online archive mailbox can only have 50 GB default storage. If you want to have unlimited storage for the online archive mailbox, it requires Exchange Online Archive license plus Exchange Online Plan 1 license, or Exchange Online Plan 2 license.

    Please contact your admin of to follow the steps above and let us know the results. I beg your pardon if I misunderstood something. If you need additional information or if you are using a personal account, please feel free to let us know and we will assist further.

    To protect your information, you can share us information or screenshot via private messages.
    For private message: Please click account you logged in on the up-right corner - My profile - View private messages to get it. (I already send one message to you)

    Thank you for your understanding and cooperation.

    Have a good day.
    Best regards,
    Winter| Microsoft Community Moderator

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