1. Intranet
  2. AskIT
  3. Staff
  4. Email, Shared Mailboxes & Distribution Lists
  5. Managing Mailbox
  6. Deleted Items

Systems up or down

 

How do I manually delete unwanted emails?

There are a number of options available for deleting unwanted emails and folders. The below can be used within any folder in Outlook, including PST file folders.

If Options 1 - 5 are followed the deleted email(s)/folder(s) will be moved to Deleted Items and will still contribute to your mailbox size until you Empty Deleted Items. 

Options 1 - 5 also allow you 30 days grace to Recover Deleted Items if deleted in error.

NOTE: While the emails and folder(s) are in Deleted Items they are still contributing to your mailbox size. You will need to Empty Deleted Items to reduce the mailbox size.

1. Deleting one email at a time

  1. Single left click on the desired email to highlight it
  2. Hit the Delete key on your keyboard; Or
    Click Delete on the Home tab in the top left corner of Outlook; Or
    Right mouse click on the desired email and then left click on Delete

2. Delete multiple emails which are listed one after another as a group

  1. Single left click on the top desired email to highlight it
  2. Holding Shift on your keyboard, single left click on the last desired email; Or Holding Shift on your keyboard, use the down arrow on your keyboard until all desired emails are highlighted
  3. Release Shift
  4. Hit the Delete key on your keyboard; Or
    Click Delete on the Home tab in the top left corner of Outlook; Or
    Right mouse click on one of the highlighted emails and then left click on Delete

3. Delete multiple emails which are randomly listed throughout the folder

  1. Single left click on the first desired email to highlight it
    NOTE: It does not matter which email you select first, you can select emails randomly
  2. Holding Ctrl on your keyboard, single left click on the next desired email
  3. Repeat Step 2 until all desired emails are selected
    NOTE: If you have to scroll down the list of emails to select the next it is recommended you delete the already selected emails while you can see them highlighted. You are welcome to ignore this advice once you are comfortable with the process.
  4. Release Ctrl
  5. Hit the Delete key on your keyboard; Or
    Click Delete on the Home tab in the top left corner of Outlook; Or
    Right mouse click on one of the highlighted emails and then left click on Delete

4. Deleting all emails in a particular folder, including deleting the folder itself

  1. Right mouse click on the desired folder on the right hand side of Outlook and then left click on Delete Folder
  2. Click Yes on Move '<email subject>' to your Deleted Items Folder? confirmation pop-up
  3. NOTE: When a folder is deleted it becomes a sub-folder of Deleted Items and you will have to do the following to completely remove it:
    1. Click the arrow pointing right, to the left of the Deleted Items folder name to expand it
    2. Right mouse click on the desired folder
    3. Click Delete Folder from the menu options
    4. Click Yes on Delete this folder and everything in it? confirmation pop-up

5. Deleting all emails in a particular folder, but leaving the folder itself

  1. Single left click on an email to highlight it
  2. Holding Ctrl on your keyboard, hit the letter 'A' on your keyboard to select all the emails in the folder
  3. Release Ctrl
  4. Hit the Delete key on your keyboard; Or
    Click Delete on the Home tab in the top left corner of Outlook; Or
    Right mouse click on one of the highlighted emails and then left click on Delete

It is also possible to bypass the Deleted Items through permanently deleting items by using SHIFT + DELETE - This is not the recommended practice.
Outlook will request confirmation that you want to permanently delete the selected item(s).
NOTE: Once cofirmed there is no way to retrieve these items.

Further Assistance

If you require further information or assistance, please contact the IT Help Desk on (08) 830 25000 or 1300 558 654.