Microsoft has always been good at having several ways of doing the same thing. Internal competition was encouraged with the idea that if several teams built solutions for the same problem, it would spur them all on and the best would win out. The Best Laid Plans don’t always work, and sometimes politics and machination gets in the way.
One modern incarnation of the multiple-ways principle is electronic mail; despite many attempts to replace email with other means of messaging, persistent chat etc, it’s still a huge deal (especially in business) and it’s still growing.
In the days when companies ran their own IT on-premises, there was Exchange, and the companion mail client Outlook arrived shortly after. Web-based consumer services like Hotmail, Yahoo! and Gmail changed the expectations of many users. Home and work email services have been getting closer in form and function since.
Microsoft’s current email clients are quite diverged: you can use the full-fat Outlook application to connect to your business email as well as your private
The Mail app is pretty good – it can connect to a variety of sources including Office 365, so while it might not be an ideal primary business email application, it can be a good way of connecting to multiple personal email services.
One feature which appeared in different ways across multiple services and apps is the idea of Snoozing your email; initially pioneered by Gmail, others followed suit. It’s a different concept to flags and reminders, rather if you select an email and say snooze until 10am tomorrow, it will literally disappear from your inbox and it would reappear at the top of the pile the following morning.
Well, that’s how it works on some combinations. In the browser versions of both Hotmail / Outlook.com and Exchange/Office365, it works as you’d expect – you Snooze an email and it is actually moved into the Scheduled email folder (and you’ll see when it is later due to reappear in Inbox if you look in there). At the elected time, it shows up again on at the top of the mailbox. Let’s compare to some other Microsoft clients & services…
Outlook client and Office 365 – there is no snooze feature. Sorry. Just be more organised. If you snooze an email from another client, it will disappear from Inbox, but when it reappears, it’ll be in the same place as it was before – eg. if you Snooze a 9am email from the web app until 1pm, it will move into the Scheduled folder – but when it moves back into the Inbox, the Outlook and Windows Mail clients will show it down at 9am again so you might as well flag it and be done.
Windows Mail client with Outlook.com or Office 365 – Zip. Too bad.
Mobile Outlook and Web clients on Outlook.com or Office 365– Mail disappears and shows up again at the allotted time, right at the top of the mailbox. In the web clients, you’ll see the time stamp of the message as if it has literally just arrived; in the mobile version, though the message is ordered correctly (eg a 9am snooze to reappear at 1pm will show up between 12:30 and 1:15 mails), the displayed time is correct but a little clock icon is shown alongside. Clever.
At some point, there is a plan to deliver a single, unified, email client. An Ignite 2020 session talked about the roadmap and further commentary speculated that the One Outlook client may be coming, but isn’t going to be with us for some time yet.
There was a time when archiving email meant taking a few Megabytes of data away from the restricted space within your mailbox, and possibly storing it for posterity in an a PST file on your PC, where the mail would stay until eventually the file is either corrupted or deleted with no backup being taken first, whichever inevitable event happened first.
Thanks to Moore’s Law, mailbox capacity is now less of a constraint. Having too much clutter and the distraction that it causes is a more pressing issue than not having enough space.
There are tools – some mythical and magical – to reduce volumes of unnecessary emails, and automatic processing via features like the Focused Inbox or Clutter can help to filter out stuff that is getting in the way, but fundamentally the decision on whether to delete, defer, delegate or just leave it lying about, rests with the user.
There is still an AutoArchive function in Outlook, but you probably don’t want to use that.
Instead, look at the simpler “Archive” feature, which is available for Microsoft 365 users and appeared first in the web client before making it into desktop Outlook. If you haven’t used the Outlook Web App for a while, it’s worth having a look since it has evolved massively over the years, and often leads the way for new functionality and integration, compared to its desk-bound precursor. There is a view that eventually, the web client will replace Outlook on the PC.
If the Archive option shows up in the web UI (with suitable icon), the folder should also be visible in desktop Outlook in the main folder tree. Just like you have an Inbox, Drafts, Sent Items and so on, it will have been created for you but you may need to expand the view to locate it. And no, you can’t rename it…
Check out the Archive folder properties, and you can see its size on your own machine or on the server (assuming that you’re not storing everything in your mailbox within your Outlook cache).
To fire an email into the Archive folder from the desktop Outlook client, just press backspace if you’re currently viewing the message in the preview window. The default shortcut key to archive a message in Outlook Web App is E though you can reconfigure the app to use different shortcut schemes, in case you’re more familiar with other web clients. To see the shortcuts in Outlook web app at any time, just press the ? key.