Delete Multiple Emails in Outlook: Step-by-Step

This guide shows you how to delete multiple emails at once in Outlook, saving you from clicking each message individually. You can select a few messages, a whole folder, or use filters to clear out large batches quickly. The steps work for Outlook desktop (Windows and Mac), Outlook on the web, and the mobile app, with minor differences noted.

What You’ll Need

• An Outlook account (Microsoft 365, Exchange, Outlook.com, or IMAP/POP) with emails you want to delete.
• Access to Outlook on your preferred device (desktop app, web browser, or mobile).
• If you want to recover deleted emails later, ensure your Deleted Items folder is enabled (it is by default).

Step-by-Step

On Outlook for Windows (Desktop App)

1. Open Outlook and go to the folder containing the emails you want to delete (e.g., Inbox).
2. Click the first email you want to delete.
3. To select multiple emails that are next to each other: hold the Shift key and click the last email in the range. All emails between the first and last will be selected.
4. To select emails that are not next to each other: hold the Ctrl key and click each email you want to delete.
5. To select all emails in the folder: click anywhere in the message list, then press Ctrl+A (or go to the Home tab and click Select All in the Editing group).
6. Once your emails are highlighted, press the Delete key on your keyboard, or click the Delete button in the ribbon (usually a trash can icon) at the top.
7. The selected emails move to your Deleted Items folder. To permanently delete them, go to Deleted Items, select them again, and press Shift+Delete (confirm if prompted).

On Outlook on the Web (Outlook.com or Office 365)

1. Sign in to Outlook on your browser and open the folder with the emails.
2. Hover over the circle to the left of an email to select it. Click the circle to select one email.
3. To select multiple emails, click the checkbox on each email you want to delete. Or, use the checkbox at the top of the list to select all emails on the current page.
4. To select all emails in the folder (including those not on the current page), after clicking the top checkbox, a banner appears saying “All items on this page are selected.” Click Select all in that banner.
5. Press the Delete key or click the trash can icon in the toolbar.
6. The emails go to Deleted Items. To empty that folder, right-click Deleted Items and choose Empty folder.

On Outlook Mobile App (iOS/Android)

1. Open the Outlook app and go to your inbox or another folder.
2. Tap and hold on an email to enter multi-select mode. You’ll see a checkmark appear.
3. Tap other emails you want to delete. A checkmark will appear on each.
4. Tap the trash can icon at the bottom or top of the screen.
5. Confirm if prompted. The emails move to Deleted Items.

Using Filters to Select Emails (Windows and Web)

1. If you want to delete emails from a specific sender, with a certain subject, or older than a date, use the search bar at the top of the message list.
2. Type a search query, e.g., from:newsletter@example.com or subject:invoice.
3. After the search results appear, select all matching emails (Ctrl+A on Windows, or the top checkbox on web).
4. Delete them as described above.

Common Mistakes

• Accidentally selecting emails you want to keep: When using Ctrl+click, it’s easy to click the wrong email. Double-check the highlighted list before deleting.
• Forgetting that Shift selects a range: If you click the first email, then Shift+click a distant email, everything in between gets selected. This can include emails you didn’t intend to delete.
• Deleting from the wrong folder: Make sure you are in the correct folder (e.g., Inbox, Sent Items) before using Select All.
• Assuming deleted emails are gone forever: Most deletions only move emails to Deleted Items. You must empty that folder to free up storage.
• Using Ctrl+A when you only want to delete a few: In a large folder, Ctrl+A selects everything. Use Ctrl+click for specific messages.

Tips

• Use the “Clean Up” feature (Windows): In the Home tab, click Clean Up > Clean Up Folder to remove redundant messages in a conversation, keeping the latest one.
• Create a rule to auto-delete: For recurring emails from a specific sender, set up a rule (right-click an email > Rules > Create Rule) to automatically delete them when they arrive.
• Recover deleted emails: If you accidentally delete something, go to Deleted Items and move it back to your Inbox. On the web, you can also use “Recover items deleted from this folder” to get items purged from Deleted Items within 30 days.
• Use keyboard shortcuts (Windows): After selecting emails, press Ctrl+Shift+D to immediately delete without moving to Deleted Items? Actually, that shortcut is for flagging. Stick to the Delete key for moving to Deleted Items.
• Empty Deleted Items regularly: Right-click Deleted Items and choose Empty Folder to free up storage space, especially if you’re near your mailbox quota.

Troubleshooting

• Can’t select multiple emails: If Shift or Ctrl isn’t working, click on the email once to make sure the message list has focus, then try again. On a touch screen, use the checkboxes instead.
• Delete button is grayed out: This usually happens when no email is selected. Click an email first.
• Emails reappear after deletion: This can happen if you have a rule that moves emails back, or if the folder is syncing. Wait a few minutes and check again. If it persists, check your rules.
• Deleted emails aren’t in Deleted Items: On some IMAP accounts, deletions are permanent if the server is configured that way. Check your account settings or contact your email provider.
• Select All only selects visible emails: On the web, use the “Select all” banner to include emails on other pages. In the desktop app, Ctrl+A selects all in the current view, including those not visible if you scroll.

Frequently Asked Questions

Can I delete all emails from a specific sender?

Yes. Use the search bar to type from:sender@example.com, then select all results and delete them.

Does deleting emails free up storage space?

Only if you empty the Deleted Items folder. Until then, the emails still count toward your mailbox size.

How do I permanently delete emails without going to Deleted Items?

Select the emails and press Shift+Delete (Windows desktop) to bypass Deleted Items. On the web, you can’t bypass it, but you can empty Deleted Items afterward.

Can I undo a mass deletion?

Yes, if you haven’t emptied Deleted Items. Go to Deleted Items, select the emails, and move them back to your Inbox or another folder.

Why do some emails not delete even after I select them?

This can happen if the emails are in a read-only folder or if your account has a policy preventing deletion. Try moving them to a different folder first, then delete.

Is there a way to delete emails older than a certain date?

Use the search bar with a date filter, e.g., received:<01/01/2023, then select all results and delete them.

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