Use your Online Archive Mailbox with an Outlook Quick Step

Are you using your Online Archive? If not, this tip will help you quickly move items to your archive. But first, a short overview of the Exchange Online Archive.

Microsoft Exchange Online plans include an online archive to store all that email you want to keep, but don’t want sitting in your Inbox.

Exchange Plan 1

This plan includes an In-place archive. An In-place archive makes use of your total mailbox storage, now 50GB. As items are added to the in-place archive, the available Inbox storage is reduced.

ExchOnArch_ExchPlan1.jpg

Exchange Plan 2

This plan includes an archive mailbox in addition to your Inbox. Items added to the archive are moved from your Inbox to an entirely separate archive mailbox.

ExchOnArch_ExchPlan2.jpg

Some people like to manage their Inbox like a traditional In-tray. Once they have read and processed the email, they move it to either a sub-folder or delete the message. But they fear that they might still need the deleted message in the future. These people never empty their Deleted Items.

Deleted Items is an Archive to them.

The online archive included with Exchange Online Plans offers an alternative to using Deleted Items as an archive. But it’s not immediately apparent how to move items to the online archive. Sure, if you have the online archive in view in your folder list, dragging-and-dropping works.
But the reason Deleted-Items-Archivers “archive” the way they do is because they only have to push one key on the keyboard – Delete.

Outlook Quick Steps and your Online Archive

I hadn’t used Quick Steps up until now, but they are very useful for the purpose of shifting messages to the online archive. If you’re online archive has been enabled by your IT administrator, follow the steps below.

  1. In Outlook, Home tab > Quick Steps section, choose the arrow to expand
    the menu.
    ExchOnArch_01
  2. New Quick Step > Move to Folder
    ExchOnArch_02
  3. Choose Other Folder
    ExchOnArch_03
  4. Choose the Online Archive mailbox. Create a new folder within the Online Archive.
    ExchOnArch_04
  5. Name the folder and choose OK. I recommend appending the name with Archive or something similar to easily identify it in the Quick Step and differentiate from the Inbox folder in your mailbox.
    ExchOnArch_05
  6. Select the newly created folder (e.g. Processed – Archive) and choose OK
    ExchOnArch_06
  7. Click on Options
    ExchOnArch_07
  8. Assign a Shortcut key from the drop-down menu. The shortcut key will be used in place of pressing the Delete key. The new shortcut key will move your item to the new folder in the Online Archive
    ExchOnArch_08
  9. In Tooltip text, add a short description of what the Quick Task will do. The
    Tooltip will appear when you hover over your new Quick Task with your mouse
    ExchOnArch_09
  10. To use the Quick Task, select the message or messages you want to move the folder in your Online Archive. Either use the Shortcut keys you assigned
    (CTRL+Shift+…) or choose the Quick Task from the Ribbon menu.
    ExchOnArch_10

Using Quick Tasks and your Online Archive together means Deleted-Items-Archivers (and
everybody else), can make better use of their Online Archive.

IT Administrators

Refer to this link to enable the Online Archive mailbox. This article includes examples of PowerShell commands to bulk enable the Archive mailbox.
Enable an Archive mailbox – help.outlook.com

#GetItDone – Working Elsewhere with Office 365, Outlook and Lync

Working in a team that offers flexibility, I can choose to work from home on occasion. There are various ways I can let my team and other work colleagues know that I’m not in the office. One way is to block out your time or individual appointments in your calendar. Our organization shares the details of our calendar appointments. I can set my appointment to Show As > Out of Office.

But with Office 365, I can work remotely and I am more than out of the office. I am Working Elsewhere.
Try using this in your calendar more often, to show colleagues that you are still planning to work, but you are working elsewhere such as at home, from a customer site, on holiday… hang on… that’s not right, right?

OutlookCalendar_ShowAsWorkingElsewhere

Combine your calendar “Show As” status with a Lync “What’s Happening” message and set your Location to At Home, or wherever you are Working Elsewhere.

Lync_WorkingElsewhere

There are a number of options. Make use of one that works for you.
It’s got to be better than an internal distribution group telling everyone, I’m working from home on…

Small Business – Sorry, we can’t make changes to email aliases right now. Please try again later

SmallBus_AddingAliasesErrorIf you are creating a new user in a Small Business portal, there may sometimes be delays in provisioning the mailbox. This won’t be visible from the admin portal. If you immediately try to add an email alias, you will receive the message “Sorry, we can’t make changes to email aliases right now. Please try again later.”

You are receiving this message because there is no mailbox to add the alias to, even though there is an account created.

Allow some time for the mailbox to be provisioned for the new user, approx. 1-2 hours.

If you want more visibility to see if the mailbox has been provisioned yet, log into https://outlook.office365.com/ecp using an admin account for your Small Business tenant.

Look in Mailboxes for your new user’s email address.  If it’s not present, either wait for a few more hours or contact Office 365 Support for assistance.

SharePoint Online – Share with Get a Link

Office 365 has improved the sharing experience again in SharePoint Online. While I was preparing a presentation about ‘Keeping up with changes in Office 365’, I found the new simplified Share feature. Office 365 is always improving.

Previously, if you wanted to generate a guest link you would have to email yourself. Now you can simply generate one using Get a Link. Get a Link is now more like sharing in SkyDrive for consumers.

Use Invite People to share with specific people and require sign-in.

GetALink01

Create an anonymous guest link. No sign in required.

GetALink02

Be sure the content you share is ok to share publicly. You can disable the guest link if you want to stop sharing the document publicly. But if you want more control, sending a link to specific recipients that requires sign in, it’s best to use the Invite People option.

– Darrell Webster