MC896712 – (Updated) Microsoft Outlook: “Online Archive” feature for iOS and Android

Product:

Exchange, Microsoft 365 admin center, Microsoft 365 Apps, Outlook

Platform:

Android, iOS, Online, US Instances, World tenant

Status:

Change type:

New feature, Updated message, User impact

Links:

Details:

Summary:
The "Online Archive" feature is coming to Microsoft Outlook for iOS and Android, allowing users to access archived emails directly from their folder list. Rollouts began in mid-August for iOS and will start in early October for Android, with completion expected by late October 2024. Admins must enable the "Mailbox archive" for users to see this feature.

Details:
Updated October 2, 2024: We have updated the rollout timeline below. Thank you for your patience.
Coming soon for Microsoft Outlook for iOS and Android: Online archive mailboxes is a feature that offers users advanced archiving capabilities in the Mailbox archive. An Outlook online archive mailbox can store older email messages where they won't occupy space in the user's primary mailbox. This specialized mailbox appears with your other mailbox folders in Outlook. After this rollout, if you have enabled Mailbox archive for your users, the Online Archive mailbox will appear in the folder list, which users can access by tapping their profile in the top left of their screen.
NOTE: The Online Archive folder is different than the Archive folder. Using the Archive button to move messages to the Archive folder doesn't reduce your mailbox size. Learn more about the Archive folder: Archive in Outlook for Windows - Microsoft Support.
Before this rollout, users are only able to access their online archive emails in Outlook for iOS and Android through Search. After this rollout, users will be also able to access archived email in the Online Archive folder.
Learn more about the admin policy: Enable archive mailboxes for Microsoft 365 | Microsoft Learn
Learn more about the user experience: Manage email storage with online archive mailboxes - Microsoft Support (will be updated soon)
[When this will happen:]
General Availability | Outlook for iOS (Worldwide GCC, GCC High, DoD): We began rolling out mid-August 2024 and expect to complete by late October 2024.
General Availability | Outlook for Android: We will begin rolling out early October 2024 (previously late September) and expect to complete by late October 2024.

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:

Created:
2024-09-24

updated:
2024-10-03

Task Type

XXXXXXX ... free basic plan only

Docu to Check

XXXXXXX ... free basic plan only

MS How does it affect me

XXXXXXX ... free basic plan only

MS Preperations

XXXXXXX ... free basic plan only

MS Urgency

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

Pictures

XXXXXXX ... free basic plan only

summary for non-techies**

XXXXXXX ... free basic plan only

Direct effects for Operations**

User Access to Archived Emails
If the Mailbox archive is not enabled prior to the rollout, users will not be able to access their archived emails through the new Online Archive feature, leading to confusion and potential disruption in their workflow.
   - roles: End Users, IT Support
   - references: https://learn.microsoft.com/en-us/purview/enable-archive-mailboxes, https://support.microsoft.com/office/manage-email-storage-with-online-archive-mailboxes-1cae7d17-7813-4fe8-8ca2-9a5494e9a721

User Experience and Documentation
Without prior notification and updated documentation, users may be unaware of the new feature, leading to frustration and decreased productivity as they may not know how to utilize the Online Archive effectively.
   - roles: End Users, Documentation Team
   - references: https://learn.microsoft.com/en-us/purview/enable-archive-mailboxes, https://support.microsoft.com/office/archive-in-outlook-for-windows-25f75777-3cdc-4c77-9783-5929c7b47028

Configutation Options**

XXXXXXX ... paid membership only

explanation for non-techies**

Microsoft Outlook is introducing a new feature for iOS and Android users called "Online Archive." This feature allows users to access archived emails directly from their folder list on their mobile devices. Think of it like having a storage room for your old files at the office. Instead of keeping everything in your main workspace, you move older documents to the storage room to keep your main area tidy and efficient. Similarly, the Online Archive stores older emails, freeing up space in your primary mailbox.

Previously, users could only access these archived emails through the search function in Outlook on their mobile devices. With this update, the Online Archive will be visible in the folder list, making it easier to find and manage older emails. It's important to note that the Online Archive is different from the regular Archive folder. Using the Archive button in Outlook moves emails to the Archive folder but doesn't reduce the size of your main mailbox. The Online Archive, however, is designed to help manage mailbox size more effectively.

For this feature to be available, administrators need to enable the "Mailbox archive" for users. Once enabled, users will see the Online Archive appear in their folder list. If it's not enabled, the feature will remain inactive. The rollout for iOS started in mid-August 2024 and is expected to complete by late October 2024. For Android users, the rollout began in early October 2024 and is also expected to complete by late October 2024.

This update will happen automatically, so users should be informed about the new feature and how it will appear in their Outlook app. It's like letting employees know that the storage room is now accessible and showing them how to use it effectively.