How to Delete Emails in Outlook: Step-by-Step

Deleting emails in Outlook helps you declutter your inbox, free up storage space, and stay organized. This guide covers the quickest ways to remove single or multiple messages, empty the Deleted Items folder, and recover something you removed by accident. You’ll need access to your Outlook account—either the desktop app, web version (Outlook on the web), or mobile app. The steps are similar across platforms, but we’ll point out where they differ.

What You’ll Need

An Outlook account (Microsoft 365, Exchange, Outlook.com, or a connected email account)
Access to the Outlook app or web browser
Your login credentials if you aren’t already signed in

Step-by-Step

Open Outlook – Launch the Outlook desktop app, go to outlook.com in your browser, or open the Outlook mobile app.
Navigate to your Inbox – Click or tap on the Inbox folder in the left navigation pane. If you want to delete emails from another folder (like Sent Items or a custom folder), select that folder instead.
Select the email(s) to delete –
- Single email: Click or tap the email to open it, then look for the trash can icon (usually in the top toolbar).
- Multiple emails (desktop/web): Click the checkbox next to each email you want to delete. To select a range, click the first email’s checkbox, hold Shift, and click the last one. To select non-adjacent emails, hold Ctrl (Windows) or Cmd (Mac) while clicking checkboxes.
- Multiple emails (mobile): Tap and hold the first email until a checkmark appears, then tap additional emails to select them.
Delete the selected emails –
- Desktop: Click the Delete button (trash icon) in the Home tab, or press Delete on your keyboard.
- Web (Outlook.com): Click the trash can icon in the top toolbar, or press Delete.
- Mobile: Tap the trash can icon at the bottom or top of the screen.
Confirm deletion if prompted – Some versions ask you to confirm. Click Delete or OK.
Empty the Deleted Items folder (optional but recommended) –
- In the left pane, click Deleted Items (or Trash on Outlook.com).
- Click Empty folder at the top. Confirm if asked. This permanently removes the emails.
Recover a deleted email (if needed) – If you accidentally deleted something, go to Deleted Items and right-click the email, then choose Move > Inbox (or another folder). On Outlook.com, click the email and select Move to > Inbox.

Common Mistakes

Deleting instead of archiving – Deleting removes the email permanently (after you empty the trash). Archiving keeps it but moves it out of your inbox. If you might need the email later, consider archiving instead.
Not emptying the Deleted Items folder – Emails in Deleted Items still take up storage space. Empty it regularly to free up space.
Accidentally deleting important emails – Double-check the selection before clicking Delete, especially when using Shift to select a range.
Using the wrong account – If you have multiple email accounts in Outlook, make sure you’re in the correct inbox before deleting.
Deleting from a shared mailbox – In a shared mailbox, deleting may affect other users. Be cautious.

Tips

Use keyboard shortcuts – In the desktop app, press Ctrl+D (Windows) or Cmd+D (Mac) to delete an open email. In Outlook.com, press Delete after selecting emails.
Set up automatic archiving – Go to File > Options > Advanced > AutoArchive to automatically move old emails to an archive folder, so you don’t have to delete them manually.
Use Sweep rules – In Outlook.com, use the Sweep button to automatically delete or move emails from a specific sender.
Create a cleanup folder – Instead of deleting, move emails you’re unsure about to a “To Review” folder, then delete them later.
Empty trash on mobile – On the Outlook mobile app, go to Deleted Items and tap Empty folder to free up space.

Troubleshooting

Emails won’t delete: If the Delete button is grayed out, you may not have permission (e.g., on a shared mailbox) or the email is protected by an organization policy. Try opening the email and using the keyboard shortcut. If that fails, contact your IT admin.

Deleted emails reappear: This can happen if you have multiple devices syncing. Wait a few minutes and refresh. If it persists, check if you’re using an email client like Outlook with a POP3 account—deletions may not sync back to the server. Switch to IMAP or use Outlook.com for consistent behavior.

Can’t find the Deleted Items folder: In Outlook.com, it’s called Trash. In the desktop app, it may be hidden. Click the … (more) button in the folder pane to see all folders.

Recovering permanently deleted emails: If you emptied the Deleted Items folder, you may still recover emails within 30 days. Go to Deleted Items > Recover items deleted from this folder (on Outlook.com) or Home > Recover Deleted Items in the desktop app. Select the emails and click Restore.

Frequently Asked Questions

1. How do I delete all emails in a folder at once?

In Outlook.com, go to the folder, click the checkbox at the top to select all visible emails, then click Delete. For more than the visible ones, use the “Select all” link that appears. In the desktop app, select all with Ctrl+A, then press Delete.

2. Can I recover a deleted email after emptying the Deleted Items folder?

Yes, within 30 days. Go to Deleted Items > Recover items deleted from this folder (web) or Home > Recover Deleted Items (desktop). Select the emails and click Restore.

3. Does deleting an email in Outlook free up storage space?

Only after you empty the Deleted Items folder. Until then, the email still counts toward your mailbox size.

4. Why do my deleted emails still show up on my phone?

Your phone may not have synced yet. Pull down to refresh the inbox. If it persists, check your account settings—make sure you’re using IMAP (not POP3) so deletions sync across devices.

5. How do I delete emails older than a certain date?

Use the search bar to filter by date (e.g., received:<2023-01-01 in Outlook.com). Select all results and delete. In the desktop app, use View > Filter > Date to set a range.

6. Is there a way to delete emails automatically from a specific sender?

Yes. In Outlook.com, select an email from that sender, click Sweep, and choose “Delete all from [sender]” or create a rule. In the desktop app, go to Home > Rules > Manage Rules & Alerts to set up a rule that deletes or moves messages.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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