How to Select Multiple Emails in Outlook

Dealing with over a hundred emails a day can quickly become a hassle, especially if you’re new to Outlook and think you need to click each email individually to manage them. Luckily, there are some handy tricks in Outlook that can make clearing out your inbox a breeze.

You can tidy up your Outlook inbox swiftly by selecting multiple messages at once or all messages that meet certain criteria. Let’s explore how to do this across different versions of Outlook.

Select Multiple Emails in Outlook Web App

If you access your email through a browser, here’s how you can select multiple emails:

Visit Outlook Live.
In your inbox, hover over any message you want to select.
A checkbox will appear on the left side of the message — click it.
Continue this process for all messages you wish to select.

💡 Tip: Consider using the Clean Email tool to select multiple messages and apply various actions at once, which can also help with other inbox management tasks.

Mass Select Emails in Outlook Mobile App

If you’re often checking emails on your phone, here’s how to select multiple messages:

Launch the Outlook mobile app.
In your inbox, tap or long press the circle on the left of any message.
You can then tap the circle next to any other messages you want to select.
Once selected, various options will appear at the top of the screen where you can delete, archive, move, or perform other actions on the selected emails.

Select Multiple Emails in Outlook Desktop App

For those using the desktop version of Outlook, follow these steps:

Open the Outlook desktop app.
In your inbox or any folder, press and hold Ctrl (Command on Mac) and click on any emails you want to select.
If you need to select a consecutive group of emails, use Shift + click on the first and last emails you want to select, and Outlook will select everything in between.

Select All Emails in Outlook

If you’re aiming for a zero-inbox or need to select all emails in a folder, the process varies slightly depending on which version of Outlook you’re using. Let’s cover each method.

💡 Note: For Gmail users, check out our dedicated post on selecting all emails in Gmail.

Select All Outlook Emails on Web

To select all your messages online:

Head over to Outlook Live.
In your inbox, click the checkbox at the top of the message list to select all messages.
If the checkbox isn’t visible, click any message and press Ctrl + A (Command + A on Mac) to select all.

Select All Emails in Outlook App on Mobile

On mobile:

Open your mail app.
Long press any message in your inbox.
Tap More (three dots) in the upper right corner.
Select ‘Select All’ from the bottom menu.
All messages in the current folder will be selected.

Select All Emails in Microsoft Outlook Client

In the Microsoft Outlook desktop client, you have a couple of ways to select all messages:

Method #1:

Select any single message.
Press Ctrl + A (Command + A for Mac).
All messages in the folder will be selected.

Method #2:

Add the ‘Select All’ command to your Quick Access Toolbar:

Open Outlook and click the down arrow in the top left corner to customize the Quick Access Toolbar.
Choose ‘More Commands.’
In the command list, select ‘All Commands’ from the dropdown menu.
Find ‘Select All,’ add it to your toolbar, and then confirm with OK.
Now, ‘Select All’ is just a click away on your toolbar.

Select All Unread Emails in Outlook Web App

To focus on unread messages:

Go online to your mail account.
In the inbox, click ‘Filter’ and select ‘Unread.’
Now only unread messages will display, which you can select all at once using the checkbox or Ctrl + A.

Select All Emails from One Sender in Outlook Web App

To manage messages from a specific sender:

Access your email online.
Use the Search to find messages by the sender.
Once you find the sender, all their messages will be displayed.
Select these messages by clicking the checkbox at the top or using Ctrl + A.

Advanced Techniques for Email Selection

In Outlook, fine-tuning your email selection can greatly enhance your efficiency and streamline your inbox management. You can sort emails by various criteria such as sender or subject, and Outlook automatically places new emails at the top. Here’s a quick guide on how to further organize your emails:

Sorting and Filtering a Mailbox in Outlook

Make use of Outlook’s filtering capabilities to better organize your emails:

At the top of your Inbox, find and click ‘Filter.’
Choose ‘Sort’ and then select how you want to arrange your emails, whether by date, sender, size, or another criterion.
You can also decide whether to display the newest or oldest emails at the top.

Sorting the Folder List in Outlook

Create a list of favorite folders to quickly access the ones you use most:

In Outlook, right-click a folder and select ‘Add to Favorites.’ This folder will now appear in your favorites list.
To arrange the folders in your desired order, right-click a folder in your favorites and select ‘Move Up’ or ‘Move Down.’
To remove a folder from favorites, right-click it and choose ‘Remove from Favorites.’

Using Rules and Filters to Group Emails

Set up rules to automatically organize incoming emails in your inbox:

In Outlook, click the three dots for more options and select ‘Rules’ then ‘Manage Rules.’
Click ‘+ Add new rule,’ fill out the conditions and actions, and save. These rules will apply automatically to new emails.
To apply a rule to existing emails, go back to ‘Manage Rules,’ find your rule, and click the ‘Run’ icon next to it.

Organizing and Managing Selected Emails

Outlook provides a robust array of features to help organize your emails efficiently. Here’s a deeper look at these features:

Outlook Folders

Creating specific folders based on criteria such as contact, subject, department, or keyword helps keep your emails organized:

Contacts
Subject lines
Departments
Keywords

Rules

Automate the sorting of emails into specific folders using rules. You can set conditions based on:

The sender’s email address
The subject line of the email
The size of the email
Your status as a direct recipient or CCed party
The date of the email
The content within the email

Optimizing Productivity with Selected Emails

Outlook’s powerful features extend beyond basic email management, enabling you to integrate emails with tasks and calendar events to optimize productivity. Collaboration tools and sharing options also enhance teamwork and communication efficiency.

Integrating Selected Emails with Tasks and Calendar

Turn important emails into tasks or calendar events to streamline your workflow:

To convert an email into a task, right-click the email, select ‘Create Task,’ and set priorities, due dates, and reminders.
To schedule an appointment related to an email, highlight the relevant part of the email, go to the ‘Home’ tab, and select ‘New Items’ followed by ‘Appointment.’

Collaborative Tools and Sharing Options

Enhance teamwork with Outlook’s collaboration tools:

To share a calendar, select ‘Share Calendar’ and specify access permissions.
To forward an email, right-click it, select ‘Forward,’ and send it to the relevant team members.
Collaborative editing features let you work on documents with colleagues in real time, reducing the need for back-and-forth emails.

These tools and options boost efficiency, organization, and teamwork, ultimately helping you optimize productivity in Outlook.

Best Practices for Streamlining Email Workflow

Streamlining your email workflow in Outlook is crucial for maintaining efficiency and productivity. Proper management of your time and keeping an organized inbox are key strategies.

Time Management Tips for Handling Selected Emails

Flag important emails for quick access.
Respond to emails immediately to avoid accumulation of tasks.
Use folders and categories to organize emails by project, urgency, or topic.
Reduce distractions by unsubscribing from irrelevant newsletters and promotions.
Set specific times for checking emails to maintain focus on other tasks.
Automate frequent actions with Outlook’s Quick Steps.

Maintaining a Clean and Organized Inbox

Aim for Inbox Zero by regularly clearing out old or unnecessary emails.
Use rules to automatically sort incoming emails into appropriate folders.
Archive completed projects to keep your main inbox tidy.
Regularly review your inbox to assess and tidy up your folders and categories.
Utilize Outlook’s advanced search to quickly find specific emails.
Avoid filling your inbox with irrelevant messages by managing your use of CC and ‘Reply All.’

Boosting Your Productivity with Outlook

Mastering how to select multiple emails in Outlook is a basic yet crucial skill that significantly enhances your efficiency and productivity, allowing you to manage digital communication more effectively. With intuitive tools like the Shift and Ctrl keys, making selections is quick and adaptable to your needs. Integrating these techniques into your daily routine saves time and helps maintain an organized and efficient email system. Stay updated on the latest Outlook features to further refine your email management skills, making your navigation through the inbox smoother and more effective, freeing up more time for your core tasks.