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.
Disable Using Command ID | Disable the Backspace keyboard shortcut
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.
Disable the Archive Function
You can completely disable the Archive function using this registry key. This disables the backspace key as the one click shortcut and removes the archive button from the Home tab.
HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options DWORD: DisableOneClickArchive Value: 1
A ready-to-use registry file is available for download: DisableOneClickArchive
Disable Using Command ID
If you want to disable the Archive button but keep the feature (using the backspace key), 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.
disabledcmdbaritemslist
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 the Backspace keyboard shortcut
To disable Backspace keyboard shortcut (but keeping Archive enabled), 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.
disabledshortcutkeyslist
More Information
Use Group Policy to disable user interface items and shortcut keys in Office 2013 (This also works with Office 2016)
joe letter says
Diane, your registry file for disabling one click download has TONS of extra registry settings in the reg file.. you migh twant to clean that up.
Diane Poremsky says
Ouch. Don't know why I uploaded that file - I always clean the files up. :(
Robin Cullen says
Hi Diane, your website is always my last resort when a quick google search just turns up useless stuff!
Before the latest iterations of Outlook 365 I manually archived my items by year (so I have a file archive2018.pst). Now none of the info re manually archiving 365 seems correct and the best I can discover is Autoarchive for a specific folder which works in months - but I want all or selectable folders to a certain date.
Is that possible now?
Thanks
Robin
Diane Poremsky says
Are you looking for the old manual archive? It's on the File > Tools menu > Cleanup old items,
Robin Cullen says
Thanks Diane. Your prompt response much appreciated.
Unfortunately I do not have a 'Tools' option. I am using a 5 person Microsoft 365 family subscription. Outlook is Version 2101 (Build 13628.20274 Click-to-run)
Diane Poremsky says
You have it - look on the File tab - its on the page with account information.
Everyone has the tools button - if you use a business exchange account with online archiving enabled, you won't have the clean up old items option.
Diane Poremsky says
https://www.slipstick.com/outlook/archive-outlook/using-outlooks-autoarchive-feature/#manual
Robin Cullen says
Found it. Thanks Diane. I must be blind but on my (different - attached) Info page I missed "Tools" because "Mailbox Settings is so much larger. Aaargh!
I appreciate your patience with an 80yr old!
Diane Poremsky says
>>
I missed "Tools" because "Mailbox Settings is so much larger
>>
I didn't even notice that it said Mailbox settings beside the button - will need to remember to mention that when I give these instructions.
Chris says
Awesome, thank you!!!!!!!!!!!!
jeeva says
hi,mail send and receive issues in outlook this are based on any archive rule created issue...
Diane Poremsky says
i'm not sure I understand ? Archiving won't affect send and receive.
Option for BACKSPACE Button on Outlook says
SOLUTION:
Use Backspace button: Where it says: Archive to options: "Select NEW FOLDER"
For the New Folder: Go into "GMAIL" --> Then Go to TRASH --> "Add NewFolder, and do a name"
--> Eventually, when I do the backspace now, it DOES NOT DELETE IT AT ALL, but just marks it as read...
--> Likely reason: It cannot push it into Gmail's trash directory?
For now, I just found an ALTERNATIVE, after HATING the Archive to be a backspace button.
Diane Poremsky says
>> --> Likely reason: It cannot push it into Gmail's trash directory?
Possibly. I'll see if i can repro.
Diane Poremsky says
Do you see the Trash folder when you select a new archive folder? It's not visible here.
Keith says
Does the Archive button only appear for click to run installs utilizing Office 365 or does this also apply to .msi installations utilizing on-prem Exchange as well?
Diane Poremsky says
It's only click to run right now - the msi installs are several builds behind the click to run builds.
Mary says
Just converted from 2010 to 2016 on version 1711 (8730.2175) I am a SOHO and pick up both my personal and business emails in Outlook 2016, Have 2 Data Files (.pst), one is Business, one personal. I have 2 archive pst files, one for each Outlook data file (2017 Business Archive.pst & 2017 Personal Archive.pst). If I run the "tools" >"Clean Up Old Items" & I can either Archive All folders based on their "Auto Archive Settings" which would make me have to set up archive preferences for every folder in each of my pst data folder files; or what I attempt to do is to Archive this Folder and All Subfolders and even though I have not checked "Include items with Do Not Archive Marked", the program immediately begins to archive everything in that one pst file including my Inbox which is marked "Do Not Archive" and 4 other boxes marked "Do Not Archive" What can be changed in Outlook 2016 by me, the user, to keep this from happening, or is this just the nature of it and I have to manually work with the deletes and archive system. Have not attempted to mark every folder with preferences regarding archive as that is several hundred folders between my business and personal and would prefer just to mark the 15 files I do not want archived and keep everything else archived by year.
Diane Poremsky says
>> based on their "Auto Archive Settings" which would make me have to set up archive preferences for every folder in each of my pst data folder files
Use Auto Archive options to set a default archive status per folder then manually edit any folders you don't want archived, or want archives more or less frequently (such as calendar).
In Options, Advanced, open the auto archive options. Tick to enable archiving then choose the default time span, click the Apply to all folders button then untick autoarchive. The only issue will be it only applies to the default data file... a macro might be easier.
The option to include items with do not archive applies to items specifically set to do not archive, not folders.
Mary says
Thanks so much Diana for clearing up that it is only "items" that are set to "do not autoarchive" not folders, too bad, having a "do not archive" option for a folder would help a lot of users who set up folders to work from in outlook and would love to have the entire folder as "do not archive", thanks for your prompt reply and assistance.....
Diane Poremsky says
If you choose the clean up old items option to use autoarchive settings, it would apply as it is an auto archive setting.
Mary says
Thanks, appears complicated many places to go......Based on what you saying Auto Archive sets a global rule (File - Options- Advanced - AutoArchive-) selects where to move emails to & only allows one Archive File for entire Outlook. I have a personal Archive.pst & Business Archive & appears no way to set up each of these on own Archive File....Also Auto Archive will not allow me in July, for instance....Archive everything prior to December 31, 2017 to start new 2018 archive files (pst for business & personal)....Only way it appears is to reset the global for entire outlook & reset each folder within "data file" either personal or business for different Archive file (ie 2017 Archive Personal). A lot of manual effort I sometimes 300 - 400 emails daily in my business......Are my assumptions correct???
Diane Poremsky says
>> only allows one Archive File for entire Outlook.
The default setting using one file, but you can edit individual folders to use a different one. (I have a few clients that do this). Setting it up is a pita though, unless you use a macro to set the archive properties per folder.
Mary says
I went back and right clicked a folder and went to properties and it has a button that says "Do not Archive Items in this folder", why is this button that says "Do not Archive Items in this folder" there if you can only auto archive items by individual items and not by entire folders that should not be archived when the auto archive runs???
Diane Poremsky says
That applies to all items in the folder when you use autoarchive, but when you use the manual archive (not called clean up old items), not autoarchive, the option to 'include items with do not archive set' applies to individual items, not the folder's global props. If you archive based on autoarchive settings, it would honor the folder properties.
in outlook 2013/2016, open a message then click the expander icon in the Tags group to bring up the Properties dialog. If you mark a message to do not archive, the option in clean up old items to include/exclude items marked do not archive would apply to this message.
Simon says
Is it possible that this Update is available only for "click-to-run" installations? On my professional plus 2016 MSI Version with all Updates installed I do not see this button..
Regards
Simon
Diane Poremsky says
What build do you have? You definitely need to have an updated build, but they also limit some new features to subscriptions.
Eric Bodelson says
Currently I'm on version 17 of Outlook and I do not have this option: File menu. Click Tools then Set Archive Folder. My goal in using this option was to set the archive folder as deleted items. Was this possible in earlier version's? Historically didn't the backspace key always send email messages to the deleted items folder?
Diane Poremsky says
They removed the ability to set the Archive folder from newer builds of Outlook. Their plan is to always use the Archive folder - unless they get a lot of negative feedback about it (on Outlook.uservoice.com). The option is still in build 8229.2103/Current channel.
No, backspace was not assigned to a shortcut before - it was just backspace. Delete key was the only one that deleted.
Amanda says
I love the archive button! But I do not want it to let me archive sent items - I want my sent items to be in my sent folder.
I view messages in conversation mode, and after I send responses I tend to archive the whole conversation. Then when I go to sent items to view the most recent sent message, the only one in there is the very first originating sent message. It is disconcerting to not see it where I expect it to be and to have different messages in the same conversation in different places.
Is there a way to either prevent it from letting me archive my sent messages, or at least to keep a copy in the sent folder?
Diane Poremsky says
As for specifically preventing it from moving a sent item, no, but if you expand the conversation and only select the incoming message(s), only those should be moved. (hold ctrl then click on items to select more than one)
Sean says
Is there a way to get rid of the damn "Archive" menu item off the right click menu? I've used Outlook for something like 18 years, and I'm pretty used to right click, barely slide the mouse, and click to delete a message. I've archived so much crap, that I now have to go into my archive folder (which is below all my inbox folders), and delete out of there. Microsoft does this to me all the time you'd think I'd expect it. Might be time to move back to 2013, which worked correctly and probably will for a few more years until they discontinue support for it with O365 (which they plan to do in a year or two).
Thanks
Diane Poremsky says
At this time, no. A future build may support a reg key to disable it and remove the commands.
BTW - if you aren't using Archive (or are using backspace to archive) you can disable the commands on the ribbon and menu by the commanded. This will not remove it from the menu but will disable it so you can't use it. Backspace will continue to work (unless you disable that too.)
Noni says
I would like to disable the function of the backspace button archiving items. The problem is that I keep a lot of notes in my contacts. If i forget to hit the edit link (which was not necessary in my previous version) and instead highlight the text i want to change, when I hit backspace my contact disappears. How can I disable that function?
Diane Poremsky says
Right now, you can't. A future version may support disabling Archive completely. Right now, you can disable the ribbon button . This method should work for backspace - https://technet.microsoft.com/en-us/library/cc179143.aspx#section2. (I used 08 for the value). The policy creates a value named KeyMod1 (incrementing for each key you add) at HKEY_CURRENT_USER\Software\Policies\Microsoft\office\16.0\outlook\disabledshortcutkeyslist
Diane Poremsky says
OMG... it's working. Not sure which is correct, because i used 08, 8, and 0x08, (will need to start deleting the keys and restarting outlook :)) - the secret is to add a comma after the number. Oh, and since it's in the policy path, you need to restart Outlook.
ETA: correct value appears to be 08,
Diane Poremsky says
>> If i forget to hit the edit link (which was not necessary in my previous version) and instead highlight the text i want to change, when I hit backspace my contact disappears.
I got to thinking (always dangerous!) - you shouldn't be able to archive contacts, so backspace in contacts shouldn't do anything.
You shouldn't need to click on edit either.
Are you using Outlook desktop (windows or mac) or Outlook on the web?
Terri says
Thank you... this was very helpful!!
David says
I have the very opposite problem described in this article. I use Outlook 2016 and do NOT have the Archive button. I can add it to a custom toolbar, but then it is grayed out. And if I go to File > Tools the "set archive folder" option does not exist. Any suggestions?
Thanks!
Diane Poremsky says
what type of email account do you have configured in outlook?
Deborah says
Thanks for the tip. I love it. I removed both the archive and ignore. I only ever used either by mistake!
Junia says
I like to do manual archiving, choosing the dates, onto PST files stored in my HHD (not online). The old Archive function (Outlook 2003, 2007) allowed me to do that. The new Outlook 2016 changed this into a Clean Up Old Items button. However, this is not available on my Outlook account (I can add the button to the ribbon, but it is greyed out). Any idea why this is so, and how to fix it, so that I can have this facility restored?
Diane Poremsky says
It would be disabled if you use EAS.
https://www.slipstick.com/outlook/outlookcom/outlook-comswitch-account-microsoft-exchange/
Junia says
Thanks, Diane. However, I am a little confused. First, how do I know if I am using EAS on my Outlook account? And, second, if I am, is there a way to change whatever so that I can have my 'Clean up old items' button active again?
Diane Poremsky says
Go to File, Account Settings. What does it say to the right of the outlook.com account?
Junia says
To the right of the 'Account Settings' box, in addition to the sentence 'change settings for this account or set up more....', it provides 2 links, one offering Outlook app for iPhone, etc (obviously not relevant in this case), and another one with the OWA URL for the account (again, not relevant for what we are discussing). There is no mention of EAS, which I think stands for Exchange ActiveSync, correct? I know the type of account from the University is Exchange (they use the Office365 server), but does this mean it is an EAS? And, if so, isn't there a way of changing some setting on the registry or group policy on my computer to allow me to use the Clean Up Old items button and have my manual archiving system back?
Diane Poremsky says
EAS was only ever supported for outlook.com - if you have an office 365 uni account, it should be on the commercial side and EAS was never supported. Click Account settings to open the accounts dialog - the account type is listed there.
What build are you using? Do you have all updates installed?
If the admin disabled cleanup you can't enable it. Archiving to a pst is not supported if online archiving is enabled on the mailbox.
Junia says
Thanks, Diane. It is indeed an Office 365 university account, with online archiving (which is definitely NOT what I want - I don't like to be a slave of continuous internet connection, which I don't automatically get in hotels, or in airplanes, etc.). Unfortunately, the university policy is to 'give' everybody the online archive, and thus disable the old archiving to a .PST. This prevents me from continuing the excellent system of adding to my collection of semester .pst data files I have since 1998... (and which I have regularly backed up onto external HHDs). It is a real pity there is nothing I can do about it...
Diane Poremsky says
You can export... or move manually.
Do you need to access to the old mail that frequently that the online archive would not be workable? Your mailbox would be cached on your laptop - the archive won't be cached but instant search can find messages in it using the Exchange search index.
Edward T says
This is for group policy, I can not find anything to disable on a personal registry....
Diane Poremsky says
You an use the group policy keys on a personal computer.
BlueSky2041 says
Great tip regarding the registry setting to grey out the Archive button. disabledcmdbaritemslist works like a charm. Restart PC not required. Only restarting Outlook. gpupdate /force is all that is needed.
Thank you!
Windows Registry Editor Version 5.00[HKEY_CURRENT_USER\Software\Policies\Microsoft\Office\16.0\Outlook\DisabledCmdBarItemsList]
"TCID1"="26308"
Michel says
Thanks for this article. Is there any way to remove the Backspace asking to configure the Archive folder ? We already have Symantec's Entreprise Vault for archiving and don't need another mecanism to disturb our users
Diane Poremsky says
At this time, no. You can remove the button from the ribbon but can't disable the shortcut. (I'm hoping we eventually can remove the button from the ribbon using GPO. )
Lyss says
What I really don't like is that I can't seem point it to my existing archive folder - which is a separate pst file on my computer. It just wants to create a new folder under the existing pst file, which is unhelpful. When I tell it to choose an existing folder, it doesn't show anything other than the main pst file in the list. Any idea how to get around this?
Diane Poremsky says
The new archive button uses one folder (all mail moved using the Archive button goes into this folder) within the data file. If you want to move to an archive pst, you need to use the old archive function which is now called Clean up folders.
BlueSky2041 says
No the CleanUp Folders function is gone and has been replaced with the Tools button that controls where the new Archive function moves email. This Archive button/function has nothing to do with On-Line archives and cannot use the On-Line Archives as a storage location.
Diane Poremsky says
That is because you are using exchange and have an archive mailbox - autoarchive is disabled when there is an archive mailbox. The new Archive button uses one folder within the mailbox to store all mail moved with the new Archive button.
Adam says
Great tip for removing the Archive button! Thanks!!
jack says
I am running windows 10, outlook 2016 and archive is missing.Any ideas?
Diane Poremsky says
Do you have all updates installed? If you have a retail license or a corporate volume license, you may not have the update that added the feature.
Diane Poremsky says
Thanks for sharing!
Mike Matheny says
BEWARE!! On Outlook 365 ProPlus this also disables the backspace key while doing anything else in Outlook - including editing! NOT a fix.