Outlook Archive Shortcut: Keys for Windows, Mac, and Web

In classic Outlook for Windows, select an email and press Backspace to archive it. In new Outlook and Outlook on the web, press E when keyboard shortcuts are enabled; in Outlook for Mac, use Control+E.

Which shortcut works in your version of Outlook?

The archive key depends on which Outlook app you are using. Microsoft has several Outlook experiences, and their shortcuts are not all the same. The most useful quick reference is:

Classic Outlook for Windows: Backspace.
New Outlook for Windows: E, with keyboard shortcuts enabled.
Outlook on the web: E, with keyboard shortcuts enabled.
Outlook for Mac: Control+E.

These shortcuts act on the selected message or messages. Select a message in the message list first; if you have selected several, the command can archive the selected items together. If a key does nothing, check which Outlook version is open and whether its keyboard shortcuts are turned on. The same computer can have classic Outlook and new Outlook installed, so the app’s appearance is a useful clue: classic Outlook has the older desktop ribbon and account interface, while new Outlook resembles Outlook on the web.

How to archive an email with the keyboard

To archive a message, find it in the message list, select it, and press the shortcut for your version. Usually, the message disappears from the Inbox immediately. There is generally no extra confirmation step. That is expected: archiving moves the message out of the Inbox rather than deleting it.

Open the Inbox or another mail folder containing the message.
Click the message in the list. To archive more than one, select multiple messages using the usual selection controls for your device.
Press Backspace in classic Outlook for Windows, E in new Outlook or Outlook on the web, or Control+E in Outlook for Mac.
Look in the Archive folder if you want to confirm where the message went.

You can also use the Archive button instead of a shortcut. In classic Outlook for Windows, select the message and choose Home > Archive. In web and new Outlook, select the message and choose the Archive button on the toolbar; its position can vary with the window width and layout. In Outlook for Mac, use the Archive button in the toolbar. The button is a practical fallback if you are unsure which shortcut applies.

Turning on keyboard shortcuts in web and new Outlook

If E does not archive a message in Outlook on the web, keyboard shortcuts may be disabled or configured for a different mail service. Open Settings > General > Keyboard shortcuts, then choose the Outlook shortcut option or turn shortcuts on, depending on the controls shown in your account. Save the change if Outlook offers a save button, then return to the message list and try again.

New Outlook has a similar Settings area, though the available controls can depend on the current release and account. Open Settings and look under General for Keyboard shortcuts. If you do not see that option, use the Archive toolbar button rather than assuming that E is unavailable in every version. A work or school administrator may also manage some settings, and keyboard layouts, browser extensions, or another app receiving the keystroke can affect what happens.

In classic Outlook for Windows, Backspace is the familiar archive shortcut and does not require enabling the web keyboard-shortcut scheme. If Backspace instead appears to remove text or does nothing, verify that focus is on the message list and that the message itself is selected—not the search box, a draft, or a text field.

What archiving does—and what it does not do

Archive is primarily an inbox-cleanup action. It moves a message from the Inbox to the mailbox’s Archive folder, keeping it in the mailbox and available for later search. It does not mean that the message has been permanently erased, nor does it automatically create a local backup.

Archiving is different from deleting. Delete normally moves a message to Deleted Items or Trash, where it may later be removed by a retention period or emptied manually. Archive keeps the message in a regular mail folder for reference. It is also different from the separately provisioned Online Archive mailbox sometimes used by organizations. The Archive folder reached by the Archive button is not necessarily that separate storage area; it is usually a folder within the mailbox.

For example, after finishing a conversation about a meeting, you might archive the messages so they no longer crowd the Inbox. Later, search for the sender or subject, or open the Archive folder, to find them. The message remains part of the mailbox and generally continues to count toward its storage allowance. Archiving alone should not be treated as a way to free mailbox capacity.

Finding and restoring an archived message

To locate an archived email, open the Archive folder in the folder pane, or search the mailbox by sender, subject, or a phrase in the message. Search behavior and filters vary by Outlook version, but an archived message is normally still searchable because it remains in the mailbox. If a search produces too many results, narrow it by sender, date, or a distinctive subject term.

To put a message back in the Inbox, select it and use Move or the equivalent folder command, then choose Inbox. Moving a message back is different from undoing the original shortcut, but it achieves the same practical result. If you archived a message by mistake and the undo notification is still available, you may also use Undo; otherwise, move it from Archive to Inbox.

If the message is not in Archive, check whether it was deleted, moved by a rule, or stored in a different account or folder. Search across all mail folders rather than only the Inbox. In a work account, retention rules or mailbox policies may affect how long messages remain available, so ask the organization’s administrator if an important message cannot be found.

Archive compared with Delete, Move, and Snooze

Choosing the right action prevents confusion later. Archive is best when a message is no longer active but may be useful as a record. Delete is for messages you do not need, subject to your organization’s retention and recovery settings. Move lets you choose a particular folder, such as a project folder, instead of the default Archive folder. Snooze, where available, temporarily removes a message from the Inbox and brings it back at a chosen time; it is not the same as long-term filing.

Archive: clear the Inbox while retaining the message in Archive.
Delete: send the message to Deleted Items or Trash, where it may later be purged.
Move: file the message in a folder you choose.
Snooze: postpone attention and have the message return later, if supported.

A common misconception is that Archive permanently stores a message somewhere safer than the rest of the mailbox. It is simply a move to a folder; it does not, by itself, protect against account deletion, retention policies, or mailbox loss. For important records, follow your organization’s approved records or backup procedures.

Common shortcut problems and fixes

If the shortcut does not work, start with the simplest checks. Confirm that you are in the intended Outlook app, select a message rather than opening it as a draft, and test the Archive button. On the web, click in the message list before pressing E; keyboard commands may not run while focus is in a search field or text editor.

E does nothing: In web or new Outlook, check the keyboard-shortcut setting and make sure Outlook has focus.
Backspace does not archive: Confirm that you are using classic Outlook for Windows and have selected a message. Backspace is not the archive key in every Outlook experience.
The message vanished: Check Archive and search all folders before assuming it was deleted.
A different action occurs: Verify the app and selected item. Custom keyboard settings, browser extensions, or system-level shortcuts may intercept a key.
You cannot see an Archive folder: Expand the folder pane or use search. A minimized or hidden folder list does not necessarily mean that the folder is missing.

For a low-risk way to learn the behavior, try the shortcut on a nonessential message and immediately check the Archive folder. Avoid using Delete as a substitute if your goal is only to clear the Inbox.

Frequently Asked Questions

What is the archive shortcut in Outlook for Windows?
In classic Outlook for Windows, select the email and press Backspace. In new Outlook for Windows, use E when keyboard shortcuts are enabled.

Does the E key archive email in Outlook?
Yes, E is the archive shortcut in Outlook on the web and new Outlook when keyboard shortcuts are enabled. It is not the standard archive shortcut in classic Outlook for Windows.

Does archiving delete an email?
No. Archiving moves the message from the Inbox to the Archive folder. It remains in the mailbox unless it is later deleted or affected by a retention policy.

How do I archive an email in Outlook for Mac?
Select the message and press Control+E. You can also select it and use the Archive button in the toolbar.

How do I get an archived email back in my Inbox?
Find the message in the Archive folder or search for it, select it, and use Move to choose Inbox. The message is moved back; it is not necessary to recreate or resend it.

Does archiving free up Outlook mailbox space?
Usually not. The Archive folder is generally part of the same mailbox, so archiving removes a message from the Inbox but does not by itself reduce the mailbox’s total stored mail.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.