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How to Delete Multiple Outlook Emails at Once? Step-by-Step Guide

  author
Written By Andrew Jackson
Anuraag Singh
Approved By Anuraag Singh
Published On June 5th, 2024
Reading Time 8 Minutes Reading

Are you trying to delete multiple Outlook emails but not succeeding? Well, if you are handling a large number of unnecessary messages and want to reduce large Outlook mailbox size then read this article to find the solution. We have outlined the top solutions with a step-by-step guide to instantly delete all Outlook emails at once. Keep reading!

In the world of IT, data management of storage system is quite important. It includes handling of efficient storage, update, and retrieval of data from a particular file or the machine. Out of which, deletion of unwanted data is the most common way to manage space in any data storage system in the computer.

These days Microsoft Outlook plays an important role in the email service field, and it has an efficient email data storage file system called PST (Personal Folder Table) file to store data. This PST file is having a predefined data storage capacity and because of which at some point, the user faces an issue of data deletion from Microsoft Outlook 2000, 2007, 2010, 2013, 2016, 2019, and 2021 versions or reduce PST file size. To delete multiple Outlook emails together is not actually a difficult task after all. It will be easier, by understanding the different requirements of a users, then find how to delete Outlook data from a PST file, or from a Computer or from a Server.

Outlook Email Recovery software helps to recover accidentally delete Outlook emails in bulk. It can recover permanently removed emails without affecting its data integrity and its folder hierarchy.

How to Delete Multiple Outlook Emails? – Top Ways

Dealing with unnecessary emails everyday can be frustrating especially if you are a regular Outlook user. Understanding your situation, we have simplified this problem through multiple methods. Try the one that suits best to you:

1. Delete All Outlook Emails at Once from Single Folder

Warning: This method will permanently clean the entire emails from the Outlook mailbox selected folder.

  1. Launch Outlook application to delete multiple Outlook emails from one folder.
  2. Navigate to the folder from where you want to delete messages, such as Inbox, Sent Items, etc.
  3. Press CTRL+A to select the entire Outlook emails and delete them at once.
  4. After selecting all the Outlook emails, press right click using your mouse.
  5. Select the delete button and these emails will be moved to the trash folder.
  6. Open Deleted Items folders > press CTRL+A, then remove the messages permanently.

2. Remove Outlook Emails One-by-One

This method includes deleting the Outlook messages one by one if the use do not have large data. Follow these steps:

  1. Start Outlook app and open the folder.
  2. Select the unwanted email.
  3. Right click then simply press the delete button.
  4. Do not forget to remove the email from Deleted items.

Repeat the same step for each email.

3. Delete Outlook Emails in Bulk Using In-Built Clean Up Tool

Microsoft Outlook desktop app provides an in-built cleaner to easily remove the email from Outlook that users don’t require. See the step to learn how to use it:

  1. Open Outlook Desktop app.
  2. Go to Home Tab and Click on Clean Up button.
  3. Select an option from Clean up conversation, Clean up folder, or Clean up folder & subfolder.
  4. Read the warning message then Hit Clean up button.

4. Delete Multiple Outlook Emails at Once with Advanced Technique

There are so many ways you can use to delete all Outlook emails at once. But one of the best methods is, using an expert’s suggested tool and separating the unwanted emails from Outlook mailbox. SysTools PST Converter helps you to backup Outlook emails to hard drive, convert, or migrate the Outlook emails in various formats to another platform and also save them locally.

Advanced features of the tool makes it easier to separate the unwanted Outlook mailbox specific folders with ease. So unlike manual methods you don’t need to spend hours to select the messages you want to delete one-by-one.

5. Delete Outlook Email Folder

To delete all Outlook emails at once follow the given steps:

  1. Expand the Folder pane. Click the arrow on the top left to expand Folder Pane
  2. Now right-click the folder to be cleared, and hit Delete All.
  3. Click Yes to move all items to Deleted Items folder.
  4. All those selected emails will be in the Deleted Items folder now.

6. Delete Consecutive Emails in Outlook

Sometime users also want to remove duplicate Outlook emails. The following steps help you to delete multiple Outlook emails from a folder by without touching unread or important emails as per your requirement.

  1. Go to Folder Pane. Select the folder from which you need to delete multiple mails in Outlook account
  2. To delete consecutive emails: Click the first email >> press and hold Shift key >> click on last email >> press Delete key.
  3. To delete non-consecutive emails: Press and hold Ctrl key >> click emails to be removed >> press Delete key.

7. Delete a Profile from Outlook

The final way is to delete whole PST file from the system, which can be done by following the steps given:

  • First, close Outlook email application in the system.
  • Open Control Panel >> Mail >>show profiles.
  • Then choose the profile >> Remove.
  • Once the profile is deleted from Outlook, the user can delete the .pst file of respective account from its default location on your system. This method won’t help you to delete multiple Outlook emails.
  • Outlook account, but to remove a profile from MS Outlook efficiently.

8. Remove Multiple Outlook Emails from Computer / Machine

The forensic investigators delete multiple Outlook emails from PC after completing their investigation, so that the data cannot be misused. While deleting a data from your system, user must know that, there are two ways to delete Outlook emails in bulk from machine, i.e. soft and hard deletion.

  1. Soft deletion is the normal deletion of data and there is a scope of data recovery.
  2. Hard deletion is the permanent deletion of data, which is done by shift + delete.

Now let us consider deletion of PST file (MS Outlook data stored locally) from the system. Even after the permanent deletion of data from a drive, there is a chance of recovery with the use of commercial utilities like Hard Drive Recovery software. Then, the question arises as how to delete all Outlook emails at once from computer, so that it cannot be recovered in any circumstances? To meet this requirement follows the steps below:

  1. Open Outlook in your system
  2. Go to File >> Account Settings >> Data Files.
  3. Double-click on default profile, and then the new window screen will appear.
  4. Select the Compact Now option.

After compacting or compressing a file, i.e. after removing white spaces from a data file particularly a PST file, it cannot be recovered. A permanently deleted compressed file cannot be recovered by any recovery tool.

9. Delete Outlook Emails from Server

While discussing about possible ways to delete multiple Outlook emails, it is necessary to consider how to remove emails from Outlook server. A user may come across situations like how to delete Outlook emails from server i.e. from an Outlook.com profile several times. As an account, creation is free in Outlook.com but it offers limited storage space because of which, user need to delete all Outlook emails at once from server in order to generate more space for new data. However, at the same time, user needs to keep a copy of emails preserved for the future usage.

To overcome this problem, there is a tool available, i.e. Hotmail Email Backup. It makes it easy for users to clear up server storage by first maintaining the backup of data locally and then clearing it off from server. This software only deletes the data that has been backed up. It offers an option to pause and resume the backup in between, if it is required.

Conclusion

In the above discussion, the various user’s situations are discussed, along with its relevant solutions to delete multiple Outlook emails account. It makes it easy for the user to keep the important things in consideration and resolve Outlook mailbox full issue, while deleting data to manage Outlook properly. It also provides a clear cut idea about the steps to delete all Outlook emails at once from a PST file, computer or from a Server effortlessly.

  author

By Andrew Jackson

I am SQL DBA and SQL Server blogger too. I like to share about SQL Server and the problems related to it as well as their solution and also I do handle database related user queries, server or database maintenance, database management, etc. I love to share my knowledge with SQL Geeks.