How to delete emails in Outlook

Keeping your inbox organized isn’t about looks alone. It’s about focus and efficiency. A cluttered inbox can slow Outlook down, take up storage space, and make it harder to find what matters most.

According to All About Cookies, the average person has more than 1,000 unread emails sitting in their inbox. It’s a reminder of how quickly clutter builds up — and how much time gets lost managing it. Deleting old or irrelevant messages in Outlook is one of the fastest ways to regain control and stay focused on what actually matters.

Outlook makes it simple to delete one, several, or all messages at once. Whether you’re using desktop, web, or mobile, you can clear space and stay organized in just a few clicks.

Here, you’ll learn how to clear space quickly, keep your inbox tidy, and recover anything you didn’t mean to delete, all using Outlook’s built-in tools.

(Gmail user? Find out how to mass delete emails in Gmail here.)

How to delete emails in Outlook (desktop)

If you’re using the Outlook desktop app (part of Microsoft 365 or Office 2021/2019), deleting emails is straightforward:

1. Open Outlook and go to your Inbox or any folder you want to clean up.
2. Select one or more emails:
3. • Single email: Click it once, then press Delete or click the Trash icon in the toolbar.
   • Multiple emails: Hold Ctrl (Windows) or Cmd (Mac) and click each message.
   • All emails: Press Ctrl + A to select everything in the folder.
4. Delete: Press Delete on your keyboard or drag them to the Deleted Items folder.

You can also right-click and select Delete for individual messages.

Note: If you want to bypass the Deleted Items folder completely, press Shift + Delete. Outlook will ask you to confirm before removing those emails permanently. This shortcut is useful for bulk deletion, but use it carefully: once deleted, they cannot be recovered.

How to empty the deleted items folder (desktop)

Deleted emails remain in your Deleted Items folder until you manually remove them or until Outlook’s retention policy clears them automatically. To free up space:

1. Go to the Deleted Items folder in your sidebar.
2. Click Empty Folder in the toolbar.
3. Confirm the deletion when prompted.

Some Outlook setups automatically empty the folder when you exit the app. To check this setting, go to File → Options → Advanced → Outlook Start and Exit and look for “Empty Deleted Items folders when exiting Outlook.”

If you prefer to control it manually, keep that box unchecked.

Related read: How to recover deleted emails in Outlook

How to delete emails in Outlook web (Outlook.com)

The process looks a little different in Outlook on the web, but the principle is the same.

To delete individual or multiple emails:

1. Log in to Outlook.com.
2. Hover over an email and click the Trash bin icon to delete it instantly.
3. To delete multiple messages, check the boxes beside each one and click Delete in the toolbar.

To delete all emails in a folder:

1. Open the folder (for example, Inbox or Promotions).
2. Select Empty folder from the top toolbar.
3. Confirm when prompted.

This method is often the quickest way to mass delete emails in Outlook without needing to select them individually.

Tip: You can also use Ctrl + A on Windows or Cmd + A on Mac to select all messages before hitting delete.

How to recover deleted emails in Outlook web

If you’ve deleted something important, don’t panic. Outlook keeps deleted emails for a limited time.

1. Go to Deleted Items in your folder list.
2. Select the message you want to restore.
3. Click Move to → Inbox or another folder of your choice.

If you don’t see your email there, scroll down and select Recover items deleted from this folder. Outlook will display recently purged items that can still be recovered.

Deleted items in Outlook are typically recoverable for up to 30 days, depending on your account type.

How to delete emails in the Outlook mobile app

The Outlook mobile app for iOS and Android keeps things simple with swipe gestures.

1. Open the Outlook app and tap your inbox.
2. Swipe left on an email to delete it. (You can customize swipe actions in Settings → Swipe Options.)
3. To delete multiple emails, long-press one message, select the others, and tap the Trash icon.
4. To delete all emails in a folder, tap Select All (if available) and hit Delete.

To recover deleted items, open the Trash folder, tap and hold the message, then move it back to your inbox.

How to bulk delete or automatically manage emails

If your inbox is overflowing with thousands of messages, manual deletion isn’t realistic. Outlook offers several tools to help you mass delete or automatically clean up your inbox.

How to mass delete emails in Outlook

1. Go to the folder you want to clear.
2. Click one email, then press Ctrl + A to select all.
3. Hit Delete.

This works for large inboxes but may take a few minutes to process if you have thousands of emails.

Use filters to target specific emails

You can delete by date, sender, or size:

• Search by sender: Type from:example@domain.com and delete the results.
• Search by date: Type received:<01/01/2023 to find emails before that date.
• Search by size: Type larger:10MB to find and delete large attachments.

Use the Sweep feature (Outlook Web)

The Sweep tool lets you quickly remove or archive recurring emails from the same sender, ideal for newsletters or notifications.

1. Select an email from the sender.
2. Click Sweep in the toolbar.
3. Choose whether to delete all messages from that sender or only older ones.

Create rules for automatic cleanup

To automatically delete certain emails:

1. Go to Settings → Mail → Rules.
2. Click Add new rule.
3. Set a condition (for example, “From contains newsletter”) and an action (“Delete message”).
4. Save your rule.

This is one of the best ways to keep your inbox under control long-term.

Tips for managing Outlook inbox storage

Regular cleanup can improve Outlook’s performance and help you stay organized. Here’s how to keep things running smoothly.

• Empty folders regularly: Check your Deleted Items and Junk Email folders weekly. Outlook counts these messages toward your storage quota until they’re permanently deleted.
• Archive old emails: If you might need the emails later, archive instead of deleting. Archiving moves messages out of your main inbox but keeps them searchable.
• Unsubscribe from unnecessary emails: Take a minute to remove yourself from newsletters or promotions you never read. Fewer incoming messages mean less clutter to manage later.
• Compress PST files (desktop only): If you use a local Outlook data file, compressing it can reclaim disk space. Simply go to File → Account Settings → Data Files, then select your PST file → Settings → Compact Now.
• Use the Mailbox Cleanup tool: Outlook desktop includes a Mailbox Cleanup feature that shows how much space each folder uses. You can access it from File → Tools → Mailbox Cleanup. From there, you can view items by size, date, or age, then delete or archive what you no longer need.
• Delete large attachments: Sort your inbox by size to find and remove old attachments taking up unnecessary space. Save important ones to OneDrive or your local drive before deleting.
• Set up rules for cleanup: Automate inbox maintenance by creating rules to delete or archive emails based on sender, subject, or date.
• Keep your folders organized: Create categories or subfolders to manage incoming mail. You can then quickly identify which folders to clean up.

A tidy inbox makes everything run smoother, from faster searches to fewer missed messages. Whether you’re deleting a handful of emails or doing a full inbox reset, Outlook gives you the control to keep things organized.

If you want to go a step further, Fyxer can handle the busywork for you. It drafts replies, organizes incoming emails, and keeps your inbox clear, so you can focus on the tasks that actually move work forward.

Cut the inbox noise with Fyxer: Start your free trial today

Deleting emails in Outlook FAQs

Can I recover emails after emptying the Deleted Items folder?

Once the Deleted Items folder is emptied, recovery options are limited. Outlook 365 and Outlook.com accounts may allow recovery for up to 30 days, but only if the server retains them. Exchange and IMAP users should check with their system administrator.

What’s the difference between deleting and archiving in Outlook?

Deleting removes emails from your inbox and eventually from your mailbox. Archiving moves them to a separate archive file or folder so you can access them later without cluttering your inbox.

How can I delete emails from a specific sender?

Use the search bar. Type from:sender@domain.com, press Enter, select the results, and click Delete.

Alternatively, use the Sweep feature in Outlook Web to remove messages from that sender automatically.

How do I delete multiple emails in Outlook?

Hold Ctrl (Windows) or Cmd (Mac) and click each message you want to delete, or press Ctrl + A to select all. Then press Delete or drag them to the Deleted Items folder.

Can I automatically delete old emails in Outlook?

Yes. Use the Rules feature to automatically delete messages after a certain period or from specific senders. You can also enable AutoArchive in desktop Outlook to move or delete old items based on age.

How long do deleted emails stay in Outlook?

Retention policies vary by account, but most Microsoft 365 and Outlook.com mailboxes keep deleted emails for 30 days before they’re permanently removed from the server.