How To Delete Files In Outlook

Managing attachments and messages in Outlook means occasionally deleting specific files stored within the program. If you’re wondering how to delete files in Outlook, you’ve come to the right place. This guide walks you through every method, from removing single attachments to clearing entire folders. Let’s get started.

Outlook stores files in several places: email attachments, calendar items, tasks, and local data files. Deleting them frees up space and keeps your inbox tidy. Below, you’ll find step-by-step instructions for each scenario.

This section covers the core process for removing files from Outlook. Whether you use the desktop app or web version, the steps are straightforward.

Deleting Attachments From Individual Emails

Attachments are the most common files you’ll want to delete. Here’s how to remove them without deleting the email itself.

Open the email containing the attachment.
Right-click the attached file.
Select “Remove Attachment” from the menu.
Click “Save” or “Send” to confirm the change.

This method works in Outlook 2016, 2019, 2021, and Microsoft 365. For older versions, you might need to open the email in a new window first.

Removing Multiple Attachments at Once

If an email has several files, you can delete them all quickly. Hold the Ctrl key while clicking each attachment, then right-click and choose “Remove.”

Deleting Files From Outlook Data Files (.Pst Or .Ost)

Outlook stores emails and attachments in data files. To delete files from these, you need to manage the data file directly.

Go to File > Account Settings > Account Settings.
Click the Data Files tab.
Select the data file you want to clean and click “Open File Location.”
Delete the .pst or .ost file from your computer.

Be careful: deleting the data file removes all emails, contacts, and calendar items stored there. Back up important data first.

Deleting Files From Outlook Web App

The web version of Outlook works differently. Here’s how to delete files when using Outlook.com or Office 365 online.

Removing Attachments In Outlook Web

Open the email with the attachment.
Click the attachment to select it.
Click the trash icon that appears.
Confirm deletion if prompted.

You can also delete the entire email to remove all its files. Just select the email and press the Delete key.

Cleaning Up OneDrive Attachments

Some attachments in Outlook Web are linked to OneDrive. Deleting the email doesn’t remove the file from OneDrive. To delete those files:

Go to OneDrive in your browser.
Find the file in your OneDrive folder.
Right-click and select “Delete.”

This ensures the file is gone from both Outlook and cloud storage.

Deleting Files From Outlook Calendar And Tasks

Files can also be attached to calendar events and tasks. Here’s how to remove them.

Removing Attachments From Calendar Events

Open the calendar event.
Click the attachment to select it.
Press the Delete key on your keyboard.
Save the event.

If the event is recurring, you’ll need to delete the attachment from each occurrence separately.

Deleting Files From Tasks

Open the task.
Right-click the attached file.
Select “Remove Attachment.”
Save the task.

Tasks with attachments can clutter your task list. Removing files helps keep tasks clean.

Using Outlook’s Clean Up Tools

Outlook has built-in tools to delete files and conversations automatically. These save time when cleaning up large inboxes.

Mailbox Cleanup Tool

Go to File > Tools > Mailbox Cleanup.
Choose “Find items larger than” to locate large attachments.
Select items to delete.

This tool shows you the biggest files first. You can delete them directly from the results.

Conversation Clean Up

Go to Home > Clean Up > Clean Up Conversation.
Outlook deletes redundant messages in a thread.
Attachments in deleted messages are also removed.

This feature only works for email conversations. It doesn’t delete attachments from individual messages you want to keep.

Deleting Files From Outlook Folders

Sometimes you need to delete files stored in specific folders like Drafts or Sent Items. Here’s how.

Emptying The Deleted Items Folder

When you delete emails, they go to Deleted Items. To permanently remove files:

Go to the Deleted Items folder.
Right-click the folder.
Select “Empty Folder.”
Confirm deletion.

This removes all files and messages permanently. You cannot recover them after this step.

Deleting Files From Junk Email Folder

Open the Junk Email folder.
Select the emails with attachments.
Press Delete or right-click and choose “Delete.”
Empty the Deleted Items folder afterward.

Junk emails often carry harmful attachments. Deleting them promptly is good security practice.

Automating File Deletion With Rules

You can set up rules to automatically delete files from certain senders or with specific subjects. This saves manual work.

Creating A Rule To Delete Attachments

Go to File > Manage Rules & Alerts.
Click “New Rule.”
Select “Apply rule on messages I receive.”
Choose conditions like “with specific words in the subject.”
Select action “delete it.”
Finish the rule.

Rules run automatically when new emails arrive. They delete files before you even see them.

Limitations of Rules

Rules can’t delete attachments from existing emails. They only apply to new messages. For old files, use manual methods.

Deleting Files From Outlook For Mac

Outlook for Mac has a slightly different interface. Here’s how to delete files on macOS.

Removing Attachments On Mac

Open the email.
Right-click the attachment.
Select “Remove Attachment.”
Save the email.

You can also drag attachments to the Trash from the email window.

Clearing Outlook Data On Mac

Go to Tools > Accounts.
Select your account.
Click “Delete” to remove all data for that account.

This deletes all files and emails associated with the account. Use it only if you’re sure.

Deleting Files From Outlook Mobile App

The mobile app for iOS and Android has limited file deletion options. Here’s what you can do.

On IPhone Or IPad

Open the email.
Tap the attachment.
Tap the trash icon.
Confirm deletion.

You cannot delete attachments from multiple emails at once on mobile.

On Android

Open the email.
Long-press the attachment.
Select “Delete” from the menu.

Android app behavior varies by version. Some updates change the interface.

Recovering Deleted Files

If you delete a file by mistake, you might be able to get it back. Here’s how.

From Deleted Items Folder

Go to Deleted Items.
Find the email with the attachment.
Drag it back to Inbox.

This restores the email and its attachments. Works for up to 30 days in most accounts.

Using Recoverable Items

Go to Deleted Items.
Click “Recover items recently removed.”
Select the items to restore.

This folder holds items deleted from Deleted Items. It’s available for 14 days in Office 365.

Preventing File Clutter In Outlook

Stop files from piling up with these tips. They reduce the need to delete later.

Save attachments to your computer immediately.
Use cloud storage links instead of attachments.
Set up automatic archiving for old emails.
Regularly empty Deleted Items.

These habits keep your Outlook lean and fast.

Common Mistakes When Deleting Files

Avoid these errors to prevent data loss.

Deleting the email instead of just the attachment.
Forgetting to empty Deleted Items.
Not backing up important files first.
Using rules that delete everything from a sender.

Double-check before you delete. Once gone, some files are hard to recover.

Frequently Asked Questions

Can I delete attachments without deleting the email?

Yes. Right-click the attachment and choose “Remove Attachment.” The email stays in your inbox.

How do I delete all attachments from a folder?

Outlook doesn’t have a bulk delete for attachments. You need to remove them from each email individually or use the Mailbox Cleanup tool to find large items.

Will deleting files from Outlook free up space?

Yes. Removing attachments and emptying Deleted Items reduces the size of your Outlook data file.

How do I delete files from Outlook without deleting the email?

Follow the steps in the “Deleting Attachments From Individual Emails” section above. It removes only the file.

Can I recover a file I deleted from Outlook?

Yes, if it’s still in Deleted Items or Recoverable Items. After that, recovery is unlikely.

Now you know exactly how to delete files in Outlook. Whether you use desktop, web, Mac, or mobile, these methods work. Start cleaning up your inbox today.