What is the difference between using Archive in New Outlook and simply putting things in a folder?

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What is the difference between using Archive in New Outlook and simply putting things in a folder?

Anonymous

Hi,

I've used Outlook for many years and have always used a bunch of different folders in my Inbox to file email discussions. Eventually I'd archive those to a PST archive for the year.

With the switch to New Outlook I got so frustrated with the loss of access to my old archives there didn't seem a lot of point in even putting things into folders at all!

Whereas I used to have things like a folder for "home" stuff and "shopping" and "village community" instead I now have just one folder, "home stuff", and put it all in there.

I've realised that the act of dragging things to the folder is taking more time than simply hitting backspace to plonk it in the Archive folder. Either way it's just one folder.

I use an IMAP host on two of my accounts. The third is a Gmail one.

I couldn't see anything that outlines the difference between using a folder or using the archive mechanism. Nor could I see anything to help understand the changes to long term mail storage between old "save it in a local PST file" and "it's all in the cloud taking up space in your hosting allowance".

Can anyone help illuminate me on whether there is any merit any more in using a folder in the inbox or just to archive? What are the benefits? What are the downsides? Can anyone help me to understand the best approach for long-term email storage in New Outlook? (I've got archives from Old Outlook going back to 2012.)

Thanks.

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Answer 1

Dear MalthouseMark

Welcome to Microsoft Community.

I understand your frustration with the changes in the new Outlook. Let's break down the differences between using the Archive feature and traditional folders, and the impact on long-term email storage.

Archive vs. Folders

Archive:

Purpose: The Archive feature is designed to quickly move emails out of your inbox and store them in a designated Archive folder with a single action (e.g., pressing the Backspace key).

Ease of use: It's a convenient way to keep your inbox tidy without having to manually sort emails into specific folders.

Searchability: Archived emails remain searchable and accessible in the Archive folder.

Storage: Emails in the Archive folder are stored in the cloud, which means they count toward your hosting quota but can be accessed from any device.

But it is important to note that the archive folder is just a special folder and is no different from a normal folder in other aspects.

Folders:

Purpose: Folders allow you to organize emails into specific categories or projects, making it easier to find related emails later.

Customization: You can create as many folders and subfolders as needed to suit your organizational preferences.

Manual sorting: It takes more effort to drag and drop emails into the appropriate folders.

Searchability: Emails in folders are also searchable, but organization makes it easier to find specific emails based on the folder structure.

Long-term email storage

Classic Outlook (PST files):

Local storage: Emails are stored in PST files on the local computer and can be moved or backed up as needed.

Accessibility: Unless manually transferred to another device, they can only be accessed from the device where the PST files are stored.

Storage limitations: PST files can become large and cumbersome to manage.

As for the best way to store emails long-term, I have to admit that storing emails locally in PST would be a better idea. Although the new Outlook does not currently support importing PST files, this feature will be supported in the future. You can refer to the picture and URL below:

Microsoft 365 Roadmap | Microsoft 365

I hope this helps clarify the differences and guide you to the best way to manage emails in the new version of Outlook. If you have other questions or need further help, please feel free to ask!

Kind Regards,

Hardyjoe.J|Microsoft Community Support Specialist

Answer 2

I am absolutely going to forget this epiphany so take with a grain of salt...

It just dawned on me that I don't ever intentionally use archive but it is so easy to do accidentally it drives me nuts. I think I have the same problem as you, it seems like an all or nothing, always archive, or always file. I am just now realizing maybe it can be both, I am going to try to practice this; if it is likely I would delete it later or never back it up somewhere when the year is done, just gonna archive it. If I am likely to look for it later to reference, it should probably be in a folder, so try to find a home, although I am also trying hard to differentiate between when something is going to be so niche/inconsequential I am creating a folder just for it (see my struggle below.)

I should also clarify, I only delete things that have absolutely nothing to do with me or my department and spam, I am a hoarder of emails and I hate it, it would be so nice to delete/archive instead of dragging and dropping, or my currently preferred the right click > move option.

Examples from my inbox right now;

Coworkers schedule next week due to last minute changes = Archive
Payment notification = Folder
Most likely resolved conversation with a support team = Inconsequential? Maybe relevant if this ever happens again? Should probably just archive?

As you can see I am still struggling lol, but I found you searching for the same question so hopefully my two cents helps!

Answer 3

I had posted this question today. I got a response saying that archiving a "folder" feature does not exist in the new outlook. Our business requirement is to store lots of emails from projects (2-3 years, 5-6 GB worth of email data). However that feature has been removed.

I believe this feature has been removed or "enhanced" so that once you start hitting the storage quota, you need to buy more storage and hence more revenue.

For us, the old feature was very useful since we could move the entire folders to Archive and store them (onsite and offsite) for future use.

Oh well, life itself is on subscription these days, what to speak of a piece of software.

Answer 4

Anonymous

Thank you for that update. That's useful.

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Answer 5

Anonymous

Will a future feature include the ability to convert grouped emails to .pdf? This, too, was a feature of Classic Outlook that I used and miss.

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What is the difference between using Archive in New Outlook and simply putting things in a folder?

6 additional answers