How to delete multiple/all emails from an Outlook folder?

Author: Kelly Last Modified: 2025-04-17

Deleting large numbers of emails in Outlook can be tedious and time-consuming, especially when trying to keep your inbox organized. Whether you're looking to declutter your mailbox, remove emails from a particular sender or subject, or simply perform regular inbox maintenance, knowing how to delete multiple or all emails efficiently is essential. This article introduces three effective ways to quickly delete multiple or all emails from an Outlook folder:

Method 1: Delete Multiple or All Emails Using Keyboard Shortcuts (Basic & Quick)

Method 2: One-click to Delete All Emails by Sender or Subject Using Kutools for Outlook 👍 (Fast & Precise)

Method 3: Delete Emails Using Outlook’s Archive Feature (Backup but Complicated)

Method 1: Delete Multiple or All Emails Using Keyboard Shortcuts

You can easily delete multiple or all emails using Outlook’s built-in keyboard shortcuts. This method is straightforward and useful for quickly removing batches of messages manually.

1. Open the Outlook folder from which you want to delete emails.

2. Select emails using one of the following shortcuts:

Press "Ctrl" and click to select multiple non-adjacent emails individually.
Press "Shift" and click to select multiple adjacent emails from the first to the last.
Press "Ctrl" + "A" to select all emails in the folder.
Press "Ctrl" + "Shift" + "End" to select all emails below the currently selected email.

3. Press "Delete"> to move the selected emails to the Deleted Items folder (or press "Shift" + "Delete" to permanently delete them).

📌 Result: All selected emails are quickly removed from the current folder.

Pros and Cons of Method 1:

✅ Fast for Small Tasks: Quickly delete small groups of emails manually.
✅ Built-in Outlook Feature: No extra tools needed.
❌ Error-Prone: Manual selection may lead to mistakes or accidental deletions.
❌ Less Effective for Large Volumes: Selecting thousands of emails can be cumbersome.

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💡 Quick Tip: Click Kutools Plus > Duplicate Emails > Quick Scan and Remove Duplicate Emails.

✅ One-click scan
✅ Instantly delete duplicates

✅ Preserves one clean copy
✅ Works across multiple folders

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Method 2: One-click to Delete All Emails by Sender or Subject Using Kutools for Outlook 👍

If you frequently delete emails from the same sender or with a similar subject, "Kutools for Outlook" makes this process instant and error-free with just a single click.

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1. In Outlook, select an email from the sender or with the subject you want to delete.

2. Click "Kutools Plus" > "Delete" > "Delete Emails by Same Sender" (or "Delete Emails by Same Subject").

the screenshot of the Delete Emails by Same Sender and the Delete Emails by Same Subject buttons

3. In the dialog box, select "All emails" or specify a "Date Range" under "Filter Conditions", and then click "Delete".

the screenshot of the Delete Emails by Same Sender or the Delete Emails by Same Subject dialog

4. A confirmation dialog will appear showing the number of emails deleted. Click "OK".

the screenshot of the confirmation dialog

📌 Result: All emails from the specified sender or with the specified subject are instantly deleted from your folder, saving significant time.

Advantages of Method 2:

✅ Instant Deletion: Remove unwanted emails by sender or subject in just one click.
✅ Precision and Accuracy: Avoid accidental deletions common in manual methods.
✅ Ideal for Inbox Cleanup: Easily remove newsletters, automated emails, or unwanted notifications.
✅ No Manual Selection: Automatically finds and deletes all matching emails, eliminating the risk of human error.

Note: To apply the "Delete Emails by Same Sender" or "Delete Emails by Same Subject" feature in "Kutools for Outlook", firstly, you should download and install Kutools for Outlook.

Method 3: Delete Emails Using Outlook’s Archive Feature

Outlook’s "Archive" feature helps delete older emails safely by moving them into a separate PST file. This method is ideal if you prefer having a backup in case you need to retrieve the emails later.

1. Click "File" > "Info" > "Tools" > "Clean Up Older Items" to open the Archive dialog.

2. In the "Archive" dialog box:

1). Select "Archive this folder and all subfolders".
2). Choose the folder from which emails should be deleted.
3). Enter a date in the "Archive items older than" field to specify which emails to archive. (Tip: Set the date to Tomorrow to remove all emails.)
4). Click "Browse" to select the storage location.

the screenshot of step 2 about deleting multiple/all emails with Archive feature

3. In the "Open Outlook Data Files" dialog, enter a name for the archived PST file, then click "OK".

the screenshot of step 2 about deleting multiple/all emails with Archive feature

4. Click "OK" in the "Archive" dialog box and confirm any prompts that appear.

📌 Result: Emails older than the specified date are removed from your Outlook folder but safely preserved in a backup PST file on your computer.

Pros and Cons of Method 3:

✅ Safe Deletion: Emails are backed up, minimizing data loss risk.
✅ Built-in Outlook Feature: No third-party tools needed.
❌ More Steps Required: Involves multiple steps and setting adjustments.
❌ Not Instant: Requires time to process archiving, especially for large email volumes.

Which Method Should You Use?

Here’s a quick comparison to help you decide which method best suits your needs:

Method	Best For	Ease of Use	Speed & Efficiency
Keyboard Shortcuts	Quickly deleting a small number of emails	⭐⭐⭐	⭐⭐⭐
Kutools for Outlook	Instant bulk deletion by sender or subject	⭐⭐⭐⭐⭐	⭐⭐⭐⭐⭐
Archive Feature	Bulk removal of old emails with backup	⭐⭐⭐	⭐⭐

Final Recommendation: For efficient and error-free bulk email deletion by sender or subject, Kutools for Outlook is your ideal choice.

Demo: Delete multiple emails by sender or subject in Outlook

Discover the Kutools / Kutools Plus tab in this video, added by Kutools for Outlook. Now, most features, including AI functionalities, are free! Pro features come with a 30-day trial without limitations!

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