fbpx

Company News

Keyboard Shortcut to Quickly Archive Batches of Emails in Outlook Webmail

May 17, 2016

Archive batches of emails in Outlook Webmail can be time consuming as there is a threshold to the number of emails you can archive at one time. Fortunately Microsoft gives us a keyboard shortcut so you can click and press your way to inbox zero!

Introducing my new favourite Keyboard Shortcut in Outlook Webmail:

keyboard key - letter e

If you hover your mouse over the Archive button in Outlook Webmail, you’ll see a popup that shows the letter “E”. Pressing the key on the keyboard while having a batch of emails selected will send them all to the Archive folder.

Outlook-Webmail-Batch-Archive-Keyboard-Shortcut-E

Now, with that said, there’s a weird glitch or feature (depending on how you look at it) in Outlook Webmail, where when you select the “select all” checkbox (#1 in screenshot above), it only selects the first nine (9) emails… don’t believe me? Give it a try and scroll down through the list of emails in that folder. As you can see, only the visible emails are selected.

Fortunately there is away around this – although it was rather hidden and I stumbled it on accident when clicking around. After using the Select All checkbox, you’ll see the Preview Pane will have a summary of the # of conversations you have selected. By clicking on the text that says “Select everything in your… XXX folder”, Outlook Webmail will indeed select everything – see:

Before:

Outlook-Webmail-Select-9-Items

After:

Outlook-Webmail-Select-Everything

Now, the *weird* thing is that certain buttons disappear when you have everything selected. Notice how the Archive button is gone? See:

Outlook-Webmail-Select-Everything-Removes-Archive

Fortunately this doesn’t happen every time you select all, just when you surpass a certain threshold. The Archive button is still visible for small batches of under 30 emails or “conversations”. I haven’t played around enough or taken the time to research the actual threshold, but I can say with certainty that it doesn’t work when you have selected hundreds of emails at once.

Now interestingly, you can batch delete everything in a folder even if the number of emails is in the hundreds. There’s a nice handy “Empty Folder” button that will take care of that job for you.
Done and dusted to the dustbin.

Outlook-Webmail-Empty-Folder

Leave a Reply

Kelly Marshall

itgroove Alumni

Kelly Marshall

Subscribe via Email

Categories

Powered by...

itgroove Corporate Profile
Connect With Us