Deleting Emails in Outlook

Guide to Deleting Emails in Outlook

From the Outlook Windows Application

Basic Deletion Methods

  1. Select an email and press the Delete key on your keyboard
  2. Right-click the email and select "Delete"
  3. Click the Delete button in the Home ribbon at the top of the screen

Delete Multiple Emails

  1. To select consecutive emails:
    • Click the first email
    • Hold down SHIFT
    • Click the last email in the range
  2. To select non-consecutive emails:
    • Hold down CTRL
    • Click individual emails you want to delete
  3. Select all emails in a folder:
    • Press CTRL + A
    • Then press Delete

Empty Deleted Items Folder

  1. Right-click the "Deleted Items" folder
  2. Select "Empty Folder"
  3. Click "Yes" to confirm

Recovery Options

  • Deleted items remain in the "Deleted Items" folder until emptied
  • To recover a deleted email:
    1. Open "Deleted Items" folder
    2. Drag email back to desired folder or
    3. Right-click and select "Move to"
    4.  

 **IMPORTANT** If you’ve cleared your Deleted Items folder, you can still recover deleted emails for up to 30 days after deletion. This can be done by going to the Deleted Items Folder, and then selecting Recover Deleted Items from the Server

Old Version of Outlook

Uploaded Image (Thumbnail)

 

New Version of Outlook/Web Version

Uploaded Image (Thumbnail)

 

 

Outlook Web Application (OWA)

Basic Deletion Methods

  1. Hover over an email and click the trash can icon
  2. Select the email and press Delete on your keyboard
  3. Open the email and click the Delete button at the top

Delete Multiple Emails

  1. Check the boxes next to emails you want to delete
  2. Click the Delete button at the top of the screen
  3. For all emails in view:
    • Click the checkbox at the top of the email list
    • Click Delete

Empty Deleted Items

  1. Click on "Deleted Items" folder
  2. Click "Empty folder" at the top
  3. Confirm deletion

Recovery Options

  • Click "Recover deleted items" in the Deleted Items folder
  • Select items to recover
  • Click "Recover"
  • Items will return to their original location

 

Important Notes

  1. Keyboard Shortcuts
    • Delete: DEL key
    • Permanent Delete: SHIFT + DEL – this bypasses the Deleted Items folder – but the email is still recoverable for up to 30 days after deletion.
  2. Storage Management
    • Regularly empty "Deleted Items" folder and/or emails with large file sizes. 
  3. Recovery Period
    • Deleted items can be recovered up to 30 days after deletion.
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