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How to delete or remove old appointments in Outlook?

The old overdue appointments will become a large number and crowded in your Outlook calendar folder day after day if you do not clean them on time. And that will occupy a large amount of space in your data file. A good way for you to release the space in data file is to delete the old appointments from Outlook calendar. This article will help you deleting old appointments from Outlook calendar folder easily.

Delete or remove old appointments with Outlook Archive function

Manually delete or remove old appointments from Outlook Calendar

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arrow blue right bubbleDelete or remove old appointments with Outlook Archive function

We are now show you a method of deleting old appointments from Outlook calendar but making a backup of them with Outlook Archive function.

1. Open the Archive dialog box.

In Outlook 2010 and 2013, click File > Info in the left bar, and the click Cleanup Tools > Archive. See screenshots:

In Outlook 2007, please click File > Archive.

2. In the Archive dialog box, you can:

1). Check the Archive this folder and all subfolders option;

2). Select the Calendar under a specified account that you want to delete the old appointments from;

3). Select a certain date from the Archive items older than drop down list;

4). Click the Browse button under Archive file to select a destination folder for saving the deleted items.

Note: It is optional to check the Include items with “Do not AutoArchive” checked box.

3. Click OK button to start archiving.

4. After finishing archiving, all the appointments which older than the date you have selected in step 2 will be automatically deleted from the Outlook calendar. And it will generate an Archive file under your specified location, then you can delete it or keep it as you need.


arrow blue right bubbleManually delete or remove old appointments from Outlook Calendar

If you want to directly delete the old appointments and don't keep any backup, you can do as follows.

1. Go to the calendar view by clicking Calendar in the Navigation Pane.

2. Change the calendar view to List view (All Appointments view in Outlook 2007).

In Outlook 2010 and 2013, please change the calendar to List view by clicking View > Change View > List. See screenshot:

In Outlook 2007, please click View > Current View > All Appointments. See screenshot:

3. Manually click to select the old appointments and right click on them. Then click Delete from the right-clicking menu. Or you can just press the Delete key on the keyboard to delete the selected appointments.

And the selected appointments older than a specific date will be removed at once.


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Comments (3)
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This comment was minimized by the moderator on the site
I have a specific question about Archiving or deleting calendar items. If there is a reoccurring meeting or event that is deleted or archived in the process of cleaning up your calendar, will the event or meeting continue to reoccur in the future? I have information that deleting all items in your calendar will delete holidays that are automatically added to the calendar so I am wondering if the events or meeting that you manually put in as reoccurring every month will be deleted too.
This comment was minimized by the moderator on the site
Yes, it will.
This comment was minimized by the moderator on the site
I tried manually deleting the calendar items as suggested in your article above. However, it returns an error message: "The move, copy, or deletion cannot be completed. The items might have been moved or deleted, or you may not have sufficient permission. If the item was sent as a task request or meeting request, the sender might not receive updates. Could not open the item. Try again."
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