New Outlook

Is there a way to specify a different default folder for "Archive" in New Outlook? I can't find it.

Hi, Mark, welcome to the forum

Which new Outlook?

In Microsoft 365?

I only know one way in Office 2021. But I have found through helping people that Microsoft Office 2021/Outlook and Microsoft 365/Outlook are basically the same in most cases.

1. Open Outlook and navigate to the Folders Pane.
2. Right-click on the desired location for the new Archive folder.
3. Select “New Folder” from the context menu.
4. Name the new folder (e.g., “New-Archive”).
5. Choose the folder type as “Mail and Post Items”.
6. Click “OK” to create the folder.
7. To set this folder as your Archive folder, go to File > Mailbox Settings > Tools > Set Archive Folder and select the newly created folder

ref:


Edit: Changed ref.

Basically New Outlook is in beta/under development so some features are not yet available.

Here is a MS reference.


You can see from the comparison with Classic Outlook, that New Outlook has a long way to go, and MS still pushes people in to being beta testers.

i.e. if a feature you want is missing you send that info to MS.

I have tried using it several times since last year but it is still far too beta-ish for use for most people.

Helmut said:

You can see from the comparison with Classic Outlook, that New Outlook has a long way to go, and MS still pushes people in to being beta testers.

Click to expand...

Not a fact.

It’s continuously evolving, not a beta.

Helmut said:

some features are not yet available

Click to expand...

Correct.

antspants said:

Hi, Mark, welcome to the forum

Which new Outlook?

In Microsoft 365?

I only know one way in Office 2021. But I have found through helping people that Microsoft Office 2021/Outlook and Microsoft 365/Outlook are basically the same in most cases.

1. Open Outlook and navigate to the Folders Pane.
2. Right-click on the desired location for the new Archive folder.
3. Select “New Folder” from the context menu.
4. Name the new folder (e.g., “New-Archive”).
5. Choose the folder type as “Mail and Post Items”.
6. Click “OK” to create the folder.
7. To set this folder as your Archive folder, go to File > Mailbox Settings > Tools > Set Archive Folder and select the newly created folder

ref:

Create Archive Folder in Outlook: Step-by-Step Guide for Efficient Organization

Learn how to create an archive folder in Microsoft Outlook for efficient email management and organization. Expert step-by-step guide for general audience.

www.howto-do.it

Edit: Changed ref.

Click to expand...

I am using Microsoft 365.

I already have the folder as it is in my Gmail account. What I don't have is a means to follow steps 5 to 7. No folder type and no File menu.

MarkD said:

I already have the folder as it is in my Gmail account.

Click to expand...

I don’t use Gmail but I do know that Gmail doesn’t use folders it uses labels

MarkD said:

no File menu.

Click to expand...

Are you confusing Outlook versions?

This will have to wait unless somebody else can guide you, it’s 4am here and I am beat and need a couple of hours sleep

MarkD said:

Is there a way to specify a different default folder for "Archive" in New Outlook? I can't find it.

Click to expand...

I have New Outlook and use Microsoft 365 Business. I've looked in both the Windows app version of New Outlook and version that is available via a web browser and cannot see any way of doing this.

I also tried turning the "New Outlook" off in the app but didn't see any way of creating a new archive folder either.

"I don’t use Gmail but I do know that Gmail doesn’t use folders it uses labels"

Click to expand...

First of all I should explain, I have never used old Outlook even though I have used 365 for years. As I am locked into Google, old Outlook was impossible to sync with Google so I used Thunderbird. The latter is not getting updated as well as it might and while it was syncing well with Google up until a year or so ago, it now requires a lot of manual manipulation. I have tried a number of other email clients since and found most of them lacking.

I am starting with new Outlook as Microsoft appears to have decided to make it compatible with other formats rather than just their own. As of now, everything works quite well except this issue and one other which is a minor annoyance and rests more with Google than Microsoft.

You are quite right that Google uses labels rather than folders but in all email clients I have tried, including New Outlook, these show up as folders and are useable just as though they were folders. I am attaching a screen shot showing how it looks in Outlook. Note that these appeared automatically when I set up the account for the first time and did not have to be added after the fact.

All the searches for this issue result in answers for old Outlook, not new Outlook, and require going to the File menu. The problem is there is no File menu in new Outlook (see second attachment).

There is a work around by using the Move To button but I would just like to click the Archive button and send it to my designated archive folder (024 in this case after which it will be a new folder called 025 in the new year).

For what it is worth, it looks like it should be in Settings>Email>Customise but the action there is disabled so all I can do is add the Archive button to the menu.

I hadn't forgotten this thread just so you know. Lifes tasks have interrupt me.

I was looking at someones Outlook from 365 not long ago and had no problems with the file menu. Was this removed very recently?

Is there a reason that you aren't happy with archives in Outlook (coming from Google) just being called Archives?

There is apparently a "Gear" icon now, I assume you've looked to see if it yields anything?
How annoying of Microsoft.
As Outlook 365 it's currently in preview stage, hopefully it comes back.

antspants said:

Is there a reason that you aren't happy with archives in Outlook (coming from Google) just being called Archives?

Click to expand...

I have them sorted into years.

OK, well an option would be to just create a folder, name it ... Archive Years? Create subfolders and move messages into these subfolders from the original archive folder.
Can you sort by year? Shouldn't be hard.

This is annoying I do realise but what choice?

antspants said:

OK, well an option would be to just create a folder, name it ... Archive Years? Create subfolders and move messages into these subfolders from the original archive folder.
Can you sort by year? Shouldn't be hard.

This is annoying I do realise but what choice?

View attachment 108185

Click to expand...

That is already done. What I am trying to do is send them to the correct subfolder when I click the Archive button. I have not found a way to change the default location.

antspants said:

I was looking at someones Outlook from 365 not long ago and had no problems with the file menu. Was this removed very recently?

Click to expand...

Well, Unfortunately there would seem only one option?

If you already have prior years in their correct subfolder and anything that is current that needs to be archived is from this year, surely once every few days/weeks/months you could drag archived mail from the “Archive” folder into a subfolder with a corresponding year?

Until (if) Microsoft replaces the ability to assign a new Archive folder in 365, I’m guessing, sadly, it’s probably your only option.

Google should get off their backsides and make a Windows app? Because apparently they haven’t if thats correct. I’d guess there is a data mining reason behind that decision.

MarkD said:

That is already done. What I am trying to do is send them to the correct subfolder when I click the Archive button. I have not found a way to change the default location.

Click to expand...

Sorry, I missed that.

Is it not possible to drag them to the desired folder, in the New Outlook?

Edwin said:

Is it not possible to drag them to the desired folder, in the New Outlook?

View attachment 108189

Click to expand...

Yes. Covered that already. Op wants to have it done when clicking “Archive” tool button to be assigned to a custom folder, most likely changed every new year.

In fact, I am actually not sure that this can be done anyway, unless it’s a POP/PST archive account.
I think you can do it with the IMAP INBOX but not other folders. I am going to look.

Possibly, you could look into creating a MACRO. No easy feat.

As I said before, New Outlook is in beta and lacks features, they are adding them but it is a slow process.
There are various references to the current position of New Outlook on the MS website.

I have used "New Outlook" to see progress, and currently use the Mail App for around 9 years.

Gmail is one of those accounts setup in the Mail App. Always rather difficult to get the right folders showing. Gmail settings are rather confusing/over complicated to me. There maybe room for manoeuvres there.

Obviously you are better off sending your specialist requirements to MS, they say that is what they want i.e. free beta testers and feedback.