After Office 2016 16.0.6741.2014 (or higher) is installed, users will see an Archive button on the home ribbon, next to Delete. Not to be confused with the old Archive function, which is now called Clean Up Old Items, or AutoArchive, this Archive button is an extension of the Archive button in Outlook.com and Outlook on the web, moving selected messages into a single folder. If you use Archive in Outlook for iOS or Android, Outlook will automatically use the same folder. Archive works with POP3 and IMAP accounts too.
Yes, Quick Steps does the same thing, but Archive has a better shortcut key: Backspace. Everyone who uses the Delete key to file their mail can now use the Backspace key to file and Delete to delete the junk they don't need to keep.
Using it is simple: select a message, click the Archive button to move the message to the designated folder. Keyboarders will use the Backspace key to move to the archive folder.
The first time you use Archive, you'll be asked to let Outlook create an archive folder called Archive, or you can select an existing folder. If you use Exchange Online or Outlook.com and previously used Archive in Outlook on the web or Outlook on a device, Outlook will use the folder you previously chose.
You can select a new Archive folder at any time (or look to see what folder you have set as the archive folder) from the File menu. Click Tools then Set Archive Folder.
Remove the Archive Button
I'm apparently one of the few people who like the new Archive button, everyone else wants to remove it from the ribbon. Because it's in a default group you can't remove just the Archive button, but you can remove the Delete group and create a new group containing all of the commands, minus the Archive button.
- Open the Customize Ribbon dialog in File, Options
- On the right side, select the Delete Group in Main tabs, Home (Mail)
- Click New Group to add a new group just below the Delete group then rename it.
- Remove the default Delete group.
- On the left side, in Choose commands from, select Main tabs, then Home (Mail)
- Expand Delete group and select Ignore; Click Add
- Repeat for each command you want in the group
You'll also need to remove the Delete group from the Message ribbon and create a new group minus Archive.
Disable Using Command ID
Can you remove the button by adding the command ID to the registry? No. You can disable the button (command id is 26308) by adding it to the disabledcmdbaritemslist key, but unfortunately, it doesn't remove the button from the ribbon. The button is grayed out but visible.
HKEY_CURRENT_USER\Software\Policies\Microsoft\office\16.0\outlook\disabledcmdbaritemslist REG_SZ:TCID1 Value: 26308
Warning! If you have other commands disabled using policy, do not use this registry key. It will replace the command disabled in TCID1. Edit the registry yourself, incrementing TCID to the next available number.
Disable the Backspace keyboard shortcut
To disable Backspace keyboard shortcut, you need to use group policy or add the policy key to the registry.
Note that this will disable the backspace key everywhere in Outlook, however, it will work when you are actively typing. To enable backspace any Outlook item, simply type a character or space at the end of the text you want to delete to turn Backspace on temporarily. Or use Shift+Backspace (or Ctrl+Backspace to delete whole words).
HKEY_CURRENT_USER\Software\Policies\Microsoft\office\16.0\outlook\disabledshortcutkeyslist REG_SZ: KeyMod1 Value: 08,
Note: if you have other keyboard shortcuts disabled, the number in KeyMod needs to be the next available.
Warning! If you have other keyboard shortcuts disabled using policy, do not use this registry key. It will replace the value used for KeyMod1.
Use Group Policy to disable user interface items and shortcut keys in Office 2013 (This also works with Office 2016)