How to delete multiple emails and folders in Outlook

This tutorial provides a comprehensive guide to efficiently deleting emails and folders in Outlook, covering various versions including Outlook 365/2016, the new Outlook app, and the web version. Learn how to delete single emails, multiple emails (consecutively or non-consecutively), empty entire folders, delete folders themselves, and permanently remove emails from your mailbox.

Managing your Outlook inbox effectively is crucial. This guide helps you declutter and free up space by removing unwanted emails and folders.

Methods for Deleting Emails:

Deleting individual emails is simple: select the email and press the Delete key, use the trash can icon, click the "Delete" button, use the Ctrl D shortcut, or right-click and select "Delete." Remember, this moves emails to the "Deleted Items" folder.

For permanent deletion, bypassing the "Deleted Items" folder, use Shift Delete. Ctrl Z (Windows) or Cmd Z (Mac) can undo accidental deletions (classic Outlook only).

Deleting Multiple Emails:

Quickly clear out multiple emails:

1. Select the first email.
2. For consecutive emails, hold Shift and select the last email.
3. For non-consecutive emails, hold Ctrl and select each email. Click again to deselect.
4. Press Delete, use the trash can icon, or right-click and select "Delete."

For deleting emails based on criteria (date, sender, etc.), refer to advanced mass deletion guides.

Tips for Efficient Inbox Management:

• Create Rules: Automate email deletion based on specific conditions.
• Archive Emails: Keep old emails accessible without cluttering your inbox.
• Search/Filter: Target specific emails for deletion using keywords or filters.
• Empty "Deleted Items": Regularly clear the "Deleted Items" folder to reclaim space.

Deleting All Emails from a Folder:

Right-click the folder and select "Delete All" (classic Outlook) or "Empty" (new Outlook/web). This moves all emails to the "Deleted Items" folder.

Repeat for multiple folders.

Deleting Folders:

Right-click the folder and select "Delete Folder" (classic Outlook) or "Delete" (new Outlook/web). The folder and its contents move to "Deleted Items."

Only custom folders can be deleted; built-in folders cannot be removed but can be emptied. Delete folders one at a time.

Permanently Deleting Emails:

Emptying the "Deleted Items" folder doesn't permanently delete emails; they're moved to the "Recoverable Items" folder (14-30 day retention).

To permanently delete:

1. Right-click "Deleted Items" and select "Empty Folder" or "Empty."
2. In "Deleted Items," click "Recover items deleted from this folder."
3. Select emails (Ctrl A for all).
4. Select "Purge Selected Items" (classic Outlook) or press Delete/Empty (new Outlook/web).

Deleting Emails from Search Results:

Search for emails, define the search scope, select the results, and delete.

Refresh the folder (F9) if deleted emails temporarily remain in search results.

A well-organized inbox boosts productivity and reduces stress. Use these methods to maintain a clutter-free Outlook experience.

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