How To Empty Deleted Items In Outlook – Outlook Deleted Items Permanent Removal

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Emptying the deleted items folder in Outlook frees up space and permanently removes unwanted messages. If you’re wondering how to empty deleted items in outlook, this guide covers every method for Outlook desktop, web, and mobile versions. You’ll learn quick steps, keyboard shortcuts, and automation tricks to keep your mailbox clean.

Deleted items don’t vanish right away—they sit in a special folder until you empty it. That folder can grow huge, slowing down Outlook and eating storage. Let’s fix that now.

Why You Should Empty Deleted Items Regularly

Every email you delete goes to the Deleted Items folder first. Over time, thousands of messages pile up. This folder counts against your mailbox quota in corporate accounts and takes up local disk space.

Outlook doesn’t auto-empty this folder by default (except in some Exchange setups). You must do it manually or set up automation. Regular emptying prevents “mailbox full” errors and keeps Outlook running fast.

What Happens When You Empty Deleted Items

Messages are permanently erased. You cannot recover them from Outlook after emptying. Some organizations have server-side recovery options, but generally, treat emptying as final.

Emptying only affects the Deleted Items folder—not other folders. Your Inbox, Sent Items, and custom folders stay untouched.

How To Empty Deleted Items In Outlook (Desktop Version)

This is the most common method for Windows and Mac users. Follow these steps carefully.

Method 1: Right-Click And Empty

  1. Open Outlook on your computer.
  2. In the left navigation pane, find the “Deleted Items” folder.
  3. Right-click on it.
  4. From the menu, select “Empty Folder.”
  5. Click “Yes” when prompted to confirm permanent deletion.

That’s it. All messages vanish instantly. This works in Outlook 2016, 2019, 2021, and Microsoft 365.

Method 2: Use The Ribbon Menu

  1. Click on the “Deleted Items” folder to select it.
  2. Go to the “Home” tab in the ribbon at the top.
  3. Look for the “Clean Up” group.
  4. Click “Empty Folder” (the icon looks like a trash can with a red X).
  5. Confirm the deletion.

This method is useful if you prefer menu navigation over right-clicking.

Method 3: Keyboard Shortcut (Windows Only)

Power users love shortcuts. In Outlook for Windows:

  1. Select the Deleted Items folder.
  2. Press Ctrl + Shift + D on your keyboard.
  3. Confirm the pop-up.

This shortcut works in most Outlook versions. On Mac, the shortcut is Command + Shift + D.

Method 4: Empty From File Menu (Outlook 2010/2013)

Older versions have a different layout:

  1. Click “File” in the top-left corner.
  2. Select “Cleanup Tools.”
  3. Choose “Empty Deleted Items Folder.”
  4. Confirm.

This path is less common now but still works in legacy versions.

How To Empty Deleted Items In Outlook Web (Outlook.com)

If you use Outlook in a browser, the process is slightly different. Here’s how to do it.

Step-by-Step For Outlook.com

  1. Log in to Outlook.com or your work webmail.
  2. In the left sidebar, right-click (or long-press on mobile) “Deleted Items.”
  3. Select “Empty folder” from the menu.
  4. Click “OK” to confirm.

Alternatively, you can select all items inside the folder and delete them. But emptying the entire folder is faster.

Using The “Sweep” Feature

Outlook Web has a “Sweep” tool that can auto-delete old messages. While not exactly emptying, it helps manage the folder:

  1. Go to Deleted Items.
  2. Click “Sweep” at the top.
  3. Choose “Delete all” or set a rule for messages older than 10 days.
  4. Confirm.

This is useful if you want to keep recent deletions but remove old ones.

How To Empty Deleted Items In Outlook Mobile App

The mobile app (iOS and Android) has limited options. You cannot empty the entire folder with one tap—you must delete items individually or use the web version.

On IPhone/iPad

  1. Open the Outlook app.
  2. Tap the folder icon at the bottom.
  3. Select “Deleted Items.”
  4. Tap “Edit” in the top-right corner.
  5. Select all messages (tap “Select All” if available).
  6. Tap the trash icon to delete them permanently.

This is tedious for hundreds of emails. Better to use the desktop or web version for bulk emptying.

On Android

  1. Open Outlook app.
  2. Tap the hamburger menu (three lines) in the top-left.
  3. Choose “Deleted Items.”
  4. Tap the three dots in the top-right.
  5. Select “Empty folder” (if available) or manually select all and delete.

Some Android versions have the “Empty folder” option directly. If not, use the web version.

How To Automatically Empty Deleted Items On Exit

You can set Outlook to empty the Deleted Items folder every time you close the program. This keeps things clean automatically.

For Outlook Desktop (Windows)

  1. Click “File” > “Options.”
  2. Go to the “Advanced” tab.
  3. Under “Outlook start and exit,” check the box that says “Empty Deleted Items folder when exiting Outlook.”
  4. Click “OK.”

Now every time you close Outlook, it empties the folder without asking. Be careful—you lose all deleted messages permanently.

For Outlook For Mac

  1. Go to “Outlook” menu > “Preferences.”
  2. Click “General.”
  3. Under “Deleted Items,” check “Empty Deleted Items folder when quitting Outlook.”
  4. Close the preferences window.

This works similarly. Mac users must quit Outlook fully (not just close the window) for the auto-empty to trigger.

How To Recover Deleted Items Before Emptying

Sometimes you delete something by mistake. Before emptying, check if you need anything.

Recover From Deleted Items Folder

  1. Open the Deleted Items folder.
  2. Find the message you want.
  3. Right-click it and select “Move” > “Inbox” or any other folder.

This restores the message. Do this before emptying the folder.

Recover From “Recoverable Items” (Exchange/Office 365)

If you already emptied the folder, you might still recover items within 30 days (depending on your organization’s policy):

  1. Go to the “Deleted Items” folder.
  2. Click “Recover items recently removed from this folder” at the top.
  3. Select the messages you want.
  4. Click “Restore.”

This feature is available in Outlook for Windows and Outlook Web. Not all accounts have it.

How To Empty Deleted Items For Multiple Accounts

If you have several email accounts in Outlook (e.g., work and personal), each has its own Deleted Items folder. You must empty each separately.

  1. In the left pane, expand each account’s folder list.
  2. Right-click “Deleted Items” under each account.
  3. Select “Empty Folder.”

There’s no bulk option to empty all at once. You can use a VBA macro (advanced users) to automate this, but that’s beyond this guide.

Common Problems When Emptying Deleted Items

Sometimes Outlook refuses to empty the folder. Here are fixes for common issues.

Problem: “Cannot Empty Folder” Error

This usually happens when a message is corrupted or locked. Try these steps:

  • Close and reopen Outlook.
  • Try emptying from the web version instead.
  • Delete messages in small batches (select 50 at a time).
  • Run Outlook in safe mode (hold Ctrl while opening).

Problem: Folder Shows Empty But Storage Isn’t Freed

Outlook might not update the folder size immediately. Try:

  • Press F9 to send/receive and refresh.
  • Compact the data file (File > Account Settings > Data Files > Settings > Compact Now).
  • Restart Outlook.

Problem: Deleted Items Reappear

If items come back after emptying, your account might sync with a server. Try:

  • Empty from the web version (server-side).
  • Disable and re-enable the account.
  • Check if your IT department has retention policies that restore items.

How To Empty Deleted Items In Outlook Using Quick Steps

Quick Steps automate repetitive tasks. You can create one to empty Deleted Items with a single click.

  1. Go to the “Home” tab.
  2. In the “Quick Steps” group, click “Create New.”
  3. Name it “Empty Deleted Items.”
  4. Choose an action—but there’s no direct “empty folder” action. Instead, use “Delete” and then “Permanently Delete.”
  5. Assign a shortcut key (e.g., Ctrl+Shift+1).
  6. Click “Finish.”

This isn’t a perfect solution but helps if you delete items often.

How To Empty Deleted Items In Outlook With PowerShell (Advanced)

For IT admins or power users, PowerShell can empty Deleted Items across multiple mailboxes. This is for Exchange Online or on-premises.

Search-Mailbox -Identity "user@domain.com" -SearchQuery "from:*" -DeleteContent

This command deletes all content from the user’s mailbox, including Deleted Items. Use with caution—it’s irreversible.

For a safer approach, use:

Get-MailboxFolderStatistics -Identity "user@domain.com" | Where-Object {$_.FolderType -eq "DeletedItems"} | Remove-MailboxFolder -Confirm:$false

This empties only the Deleted Items folder. Test on a non-critical mailbox first.

How To Empty Deleted Items In Outlook Without Confirmation

The confirmation pop-up can be annoying. You can suppress it with a registry edit (Windows only).

  1. Close Outlook.
  2. Press Windows + R, type “regedit,” and press Enter.
  3. Navigate to: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences (change 16.0 to your version).
  4. Create a new DWORD (32-bit) value named “WarnOnEmptyDeletedItems.”
  5. Set the value to 0.
  6. Restart Outlook.

Now emptying the folder won’t ask for confirmation. Be extra careful—you can’t undo this.

How To Empty Deleted Items In Outlook On Mac (Alternative Method)

Mac users can also use the “Empty Folder” button in the toolbar. If it’s missing, add it:

  1. Go to “View” > “Customize Toolbar.”
  2. Drag the “Empty Folder” button to your toolbar.
  3. Click “Done.”

Now you have a one-click button to empty Deleted Items.

How To Empty Deleted Items In Outlook For Shared Mailboxes

If you have access to a shared mailbox, its Deleted Items folder is separate. You need “Full Access” permissions to empty it.

  1. Add the shared mailbox to your Outlook profile.
  2. Expand it in the folder pane.
  3. Right-click “Deleted Items” under the shared mailbox.
  4. Select “Empty Folder.”

If the option is grayed out, contact your IT admin for permissions.

Frequently Asked Questions

Can I recover emails after emptying Deleted Items?

Possibly. If your organization uses Exchange or Office 365, you may have a “Recoverable Items” folder. Go to Deleted Items and click “Recover items recently removed.” This works within 30 days (or your admin’s retention period).

Why does my Deleted Items folder keep filling up?

Outlook doesn’t auto-empty by default. Also, rules or add-ins might move messages there. Check your rules (File > Manage Rules & Alerts) and disable any that delete messages automatically.

Does emptying Deleted Items free up server space?

Yes, for Exchange/Office 365 accounts. It reduces your mailbox size against the quota. For IMAP accounts, it frees space on the email server. For POP3, it only frees local storage.

Is there a way to empty Deleted Items for all folders at once?

No built-in method. You must empty each account’s folder individually. Third-party tools or VBA macros can automate this, but they’re not officially supported.

What’s the difference between “Empty Folder” and “Delete All”?

“Empty Folder” removes everything in Deleted Items permanently. “Delete All” (select all + delete) does the same thing but requires more clicks. Both are irreversible.

Final Tips For Managing Deleted Items

Set a reminder to empty your Deleted Items weekly. Use the auto-empty feature if you’re confident you won’t need recoveries. For sensitive data, empty immediately after deleting confidential emails.

If you share your computer, empty Deleted Items before logging off. This prevents others from reading your deleted messages.

Remember, emptying is permanent. Double-check before confirming. With these methods, you now know exactly how to empty deleted items in outlook across all platforms. Keep your mailbox lean and fast.