The fastest way to delete a single email

Open the email you want to delete and look for the trash or delete icon in the toolbar at the top of the message. In Outlook on the web, this is a trash can icon. In Outlook desktop (the program you install on your computer), it's usually labeled "Delete" in the Home tab. Click it once, and the email moves to your Deleted Items folder.

If you're in your inbox looking at a list of emails instead of reading one, you can select the email by clicking it once, then press the Delete key on your keyboard. This does the same thing — it sends the email to Deleted Items rather than erasing it permanently.

The email stays in Deleted Items for 30 days before Outlook removes it completely. If you change your mind within that time, you can go to Deleted Items, find the email, and move it back to your inbox.

How to delete multiple emails at once

If you have several emails to remove, select them all before deleting. Click the first email in your list, then hold Shift and click the last email you want to delete. This selects everything in between. If the emails aren't next to each other, hold Ctrl (or Command on Mac) and click each one individually.

Once you've selected all the emails you want gone, press Delete or click the Delete button. All of them move to Deleted Items together. This is much faster than deleting them one at a time, especially if you're clearing out old messages or removing a batch of spam.

You can also use the checkbox next to "Select All" at the top of your email list to select every email on the current page, though be careful — this won't select emails on other pages unless you confirm that you want to select all messages in the folder.

Key Takeaways

  • A single email deletes when you click the Delete button in the toolbar or press the Delete key on your keyboard.
  • Deleted emails go to your Deleted Items folder and stay there for 30 days before Outlook removes them permanently.
  • You can select multiple emails at once using Shift+click or Ctrl+click, then delete them all together.
  • If you delete an email by mistake, you have 30 days to find it in Deleted Items and move it back to your inbox.
  • Permanently deleting an email from Deleted Items requires a separate action — straightforward deleting it moves it there first.

Permanently deleting emails so they cannot be recovered

Moving an email to Deleted Items is not the same as erasing it completely. If you want to make sure an email is gone for good, you need to empty your Deleted Items folder or permanently delete from there.

To permanently delete a single email: go to your Deleted Items folder, find the email, right-click it, and select "Delete" or "Permanently Delete" (the exact wording depends on your version of Outlook). The email is then removed and cannot be recovered.

To empty your entire Deleted Items folder at once, right-click the Deleted Items folder itself and select "Empty Folder". Outlook will ask you to confirm. Once you confirm, every email in that folder is permanently deleted. This is useful if you've been deleting emails for weeks and want to clear them all out at once.

Deleting emails on your phone or tablet

On the Outlook mobile app, open the email and look for a trash or delete icon, usually at the bottom of the screen or in a menu (three dots). Tap it, and the email moves to Deleted Items just like on a computer.

If you're looking at your inbox on mobile, swipe left on an email (on iPhone) or press and hold it (on Android) to reveal the delete option. Tap the trash icon that appears. You can also select multiple emails by tapping the circle next to each one, then tapping the delete button at the bottom.

Mobile Outlook works the same way as the desktop version — deleted emails go to Deleted Items first and stay there for 30 days. You can recover them during that time by going to Deleted Items and moving them back.

What happens when you delete an email with attachments

Deleting an email removes the entire message, including any attachments. If you delete an email that has a file you needed, you won't be able to get that file back unless you have a copy saved somewhere else on your computer or phone.

Before you delete an email with an attachment, check whether you need to keep the file. If you do, read the attachment first by opening the email, clicking the attachment, and selecting "read" or "Save". Save it to a folder on your computer where you can find it later. Then you can safely delete the email.

If you accidentally delete an email with an attachment you needed, go to Deleted Items within 30 days, find the email, and move it back to your inbox. The attachment will be there with it.

Organizing your inbox so you delete less by mistake

The best way to avoid deleting something important is to sort your emails into folders before you start deleting. Create folders for different topics — bills, receipts, work, family — and move emails into them as they arrive. This way, when you're cleaning up your inbox, you're only looking at emails you actually want to remove.

You can also use Outlook's rules feature to automatically move certain emails to folders. For example, you can set a rule that sends all emails from your bank to a "Financial" folder. This keeps them out of your inbox and away from accidental deletion.

Another option is to use the Archive feature instead of deleting. Archive moves old emails out of your inbox but keeps them searchable. Go to an email and click "Archive" (or press the Archive button in the toolbar). The email disappears from your inbox but stays in your account, so you can find it later if you need it.

Frequently Asked Questions

Can I undo a delete if I already emptied my Deleted Items folder?

No. Once you empty Deleted Items or permanently delete an email, it cannot be recovered. This is why it's important to check Deleted Items before emptying it. If you permanently deleted something by mistake and need it back, contact your email administrator — they may have a backup, but recovery is not may provide.

Why do some emails stay in Deleted Items longer than 30 days?

Outlook's 30-day window is the standard, but your organization or email provider may have different settings. Some workplaces keep deleted emails longer for compliance reasons. Check with your IT department or email provider if you notice emails staying in Deleted Items past 30 days.

Does deleting an email from my phone also delete it from my computer?

Yes. Outlook syncs across all your devices, so deleting an email on your phone removes it from your computer and any other device you use. The email goes to Deleted Items on all devices at the same time.

What's the difference between Delete and Archive?

Delete moves an email to Deleted Items (and eventually removes it completely). Archive moves it to a separate folder but keeps it in your account forever, searchable and recoverable. Use Archive for emails you might need later but don't want cluttering your inbox.

Can I delete emails from a specific sender all at once?

Yes. Use Outlook's search or filter feature to show only emails from that sender, select all of them, and delete. In Outlook on the web, type the sender's name in the search box. On desktop, use the From field in the search box. Once you see only their emails, select all and delete.