The fastest way to delete many emails at once

You can select and delete multiple emails in Outlook in seconds using checkboxes or keyboard shortcuts. The method depends on whether the emails are grouped together or scattered across your inbox, and whether you're using Outlook on the web, the desktop app, or Outlook on your phone.

The most common scenario — deleting a block of similar emails, like old newsletters or receipts — takes about three clicks. Deleting emails scattered across different folders or dates takes a bit longer but still works in one pass if you use the search function first.

Key Takeaways

  • In Outlook desktop and web, click the checkbox next to the first email, hold Shift, and click the checkbox next to the last email to select everything in between instantly.
  • To select non-consecutive emails, click the checkbox next to each one while holding Ctrl (Windows) or Command (Mac), then delete them all at once.
  • Outlook's search bar lets you find all emails matching a sender, subject, or date range, then delete the entire results list without opening each one.
  • Deleted emails go to your Deleted Items folder first — they stay there for 30 days in most accounts before permanent removal, so you can recover them if needed.

Selecting consecutive emails with Shift+click

If the emails you want to delete are next to each other in your inbox, use the Shift method. Click the checkbox to the left of the first email you want to delete. Then hold Shift on your keyboard and click the checkbox next to the last email in the group. Outlook highlights all emails between those two checkboxes.

Once they're all selected, press the Delete key on your keyboard, or click the Delete button in the toolbar (usually a trash can icon). The emails move to your Deleted Items folder. This works the same way in Outlook on the web, Outlook desktop for Windows, and Outlook for Mac.

Selecting scattered emails with Ctrl or Command

When the emails you want to delete are not next to each other — for example, one from last week, one from yesterday, and one from three days ago — use Ctrl (on Windows) or Command (on Mac) instead of Shift. Click the checkbox next to the first email, then hold Ctrl or Command and click the checkbox next to each additional email you want to delete.

Each checkbox you click while holding Ctrl or Command adds that email to your selection without deselecting the ones you already chose. Once all the emails you want are checked, press Delete or click the Delete button. This method works in Outlook desktop and Outlook on the web, but not in the mobile app.

Using search to find and delete emails by sender, subject, or date

If you want to delete all emails from a specific person, with a specific word in the subject line, or from a certain time period, search first. Click the search box at the top of Outlook and type what you're looking for — for example, "from:newsletter@example.com" or "subject:receipt" or "before:2024-01-01".

Outlook shows only the emails that match. Click the checkbox at the very top of the email list (above all the individual checkboxes) to select every email in the search results at once. Then delete them. This is much faster than scrolling through your inbox to find each one manually, especially if you're deleting dozens of emails.

The search syntax varies slightly depending on your Outlook version. In Outlook on the web, you can also click the filter icon and choose date ranges, senders, or folders without typing a search phrase.

Deleting emails on your phone

Outlook for iPhone and Android works differently than the desktop version. Open the email list, then swipe left on an email (iPhone) or long-press it (Android) to see delete options. You can delete one email at a time this way, but there's no checkbox method for selecting multiple emails at once on mobile.

If you need to delete many emails on your phone, the fastest approach is to use the desktop or web version instead. Log into Outlook.com in your phone's browser, select and delete the emails there, and the changes sync back to your phone app within a few minutes.

What happens after you delete

When you delete an email in Outlook, it doesn't disappear immediately. It moves to your Deleted Items folder, where it stays for 30 days (this varies by account type — some corporate accounts keep deleted items longer). During those 30 days, you can recover the email by opening Deleted Items, right-clicking it, and choosing Restore.

After 30 days, Outlook automatically empties the Deleted Items folder and the emails are gone for good. If you want to delete something permanently right away without waiting, open Deleted Items, select the email, and press Shift+Delete (Windows) or Command+Delete (Mac). This skips the Deleted Items folder entirely.

Avoiding accidental deletion

Before you delete a large batch of emails, take a moment to double-check your selection. Click somewhere in the email list to see how many emails are highlighted — Outlook usually shows a count like "15 selected" at the top or bottom of the screen. If the number surprises you, click somewhere blank to deselect and start over.

If you're using search to delete, run the search first and scan the results to make sure they're all emails you actually want gone. It's easy to accidentally include something you meant to keep when you're searching by date or sender — for example, searching "before:2024-01-01" will find every email older than that date, not just the ones you wanted.

Frequently Asked Questions

Can I select all emails in my inbox at once?

Yes. Click the checkbox at the very top of your email list, above all the individual email checkboxes. This selects every email currently visible on the screen. If you have more emails than fit on one page, Outlook asks if you want to select all emails in the folder or just the ones showing — choose based on what you need.

What's the difference between Delete and Shift+Delete?

Delete moves the email to Deleted Items, where you can recover it for 30 days. Shift+Delete (or Command+Delete on Mac) permanently removes it immediately without going to Deleted Items. Use regular Delete unless you're certain you'll never need the email again.

Can I undo a deletion after I empty Deleted Items?

No. Once you empty the Deleted Items folder or wait 30 days, the emails are permanently gone and cannot be recovered through Outlook. If your account is through a workplace, your IT department may have backups, but personal email accounts do not.

Why can't I select multiple emails on my phone?

The Outlook mobile app doesn't have a checkbox interface like the desktop version. You can only delete one email at a time by swiping or long-pressing. For bulk deletions, use Outlook on the web or the desktop app instead.

Does deleting emails free up storage space?

Not until you empty Deleted Items. Emails in your Deleted Items folder still count toward your storage limit. Once you empty Deleted Items or the 30-day retention period ends, the space is freed up and you can store new emails.