Processed Mail folder will be slightly hidden in the Quick Steps list on the By comparison, the Quick Steps button that you can create for the It’s also displayed in the newer Simplified Nice, the Archive button is easy to find on the Home tab, and it’s located Prominent location of button on Home tab: This is By comparison you have to manually create the Processed Mail folder not hard, but some people don’t know how. Note that, for comparison, you can also create a Quick Steps shortcut key for filing into the Processed Mail folder, but it will be a multi-key combo, so not as convenient.Īlready Created: In case you don’t know how to create folders in Outlook, one advantage is that the Archive folder is created for you. So, when you are rapidly clearing your Inbox, you can simply alternate between the Delete key (for true deletion) and the Backspace key (for filing to Archive folder). Archive Folder Prosīackspace Key: One of my favorite things about the Archive folder is that, in Windows Desktop Outlook, its button is auto mapped to the Backspace key. I sort the differences out in this article.
There are a number of folders that can be in the Outlook folders pane that have some version of the word “Archive” in their name. And it has a corresponding Archive button on the Home tab that sends selected emails into that folder.īy the way, don’t get confused by this folder’s name. It’s a pre-defined server-based folder that shows up on the folders pane on the left side of your Outlook folder. It is also built into the desktop Outlook that you get as part of Office 365 subscription.
The Archive folder is a feature built into later copies of Outlook 2016 and in Outlook 2019. By the way, all of this is explained in my video classes, especially the Outlook Inbox Ninja course, for example in Video 1.4 (but also study all the Quick Step videos in section 1 there, and study the new lesson 8.5). I’ll do it from the perspective of the Archive folder. So, what follows is a write up detailing the pros and cons. I do get questionsįrom readers asking which is better, however, and there are some key I normally say you can adopt one or the other (but not bothīy the way), and that they are roughly equivalent in advantages. Or using the Processed Mail folder (good for all versions of desktop Outlook) the Processed Mail folder is simply a custom Outlook folder that you create yourself.
In my Outlook book ( Total Workday Control Using Microsoft Outlook Ed 5), and in my MYN-Outlook Video Course, and in the Outlook Inbox Ninja Video Course, I suggested two alternate single folder approaches: Using the predefined Archive folder (available in all Desktop Outlook versions since late 2016). As you probably know, I strongly recommend that you use a single folder for most of your Outlook email filing.
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