How to Empty Deleted Items in Outlook (and Do It Automatically)

Deleting an email in Outlook doesn't really delete it. It moves to Deleted Items (or Trash), where it sits, quietly eating your storage, until the folder is emptied. Microsoft notes that over time this folder can take up a lot of space on your computer or your mailbox quota. Here's how to empty it by hand, make Outlook do it for you, and what to know before you do.

Empty Deleted Items in new Outlook

1. In the folder list, right-click Deleted Items.
2. Select Empty.
3. Confirm when Outlook asks.

Empty Deleted Items in classic Outlook

1. In the folder list, right-click Deleted Items (or Trash).
2. Select Empty Folder.
3. Confirm.

Deleted Items or Trash?

Account type	Folder name
Microsoft 365, Outlook.com or Exchange	Deleted Items
Gmail, Yahoo and other accounts	Trash

If you've added a Gmail or Yahoo account to Outlook and can't find Deleted Items, look for Trash instead. It works the same way.

Empty it automatically

If you'd rather never think about it, Outlook can empty the folder every time you close the app.

• New Outlook: go to View, View Settings, Mail, Message handling, and under When closing Outlook tick Empty deleted items folder.
• Classic Outlook: go to File, Options, Advanced, and under Outlook Start and Exit tick Empty the Deleted Items folder upon exiting.

In classic Outlook, you can also tick Prompt for confirmation before permanently deleting items in the Other section, so Outlook checks with you first. I'd turn that on: it's one click of protection against emptying something you meant to keep.

Before you empty it

• Scroll through quickly for anything you deleted by mistake, especially recent emails.
• Sort by size to see which old emails with large attachments are taking the most space.
• Move anything worth keeping back to your inbox or a folder first.

Emptied it by mistake?

Don't panic straight away. Microsoft has a guide to recovering and restoring deleted items, and for many accounts, items you've emptied from Deleted Items can still be recovered for a while. In new Outlook there's a recover option in the Deleted Items folder, and Outlook.com keeps removed messages recoverable for 30 days. Move quickly, though, and know that some account types, and permanently deleted folders, can't be brought back.

Don't forget Junk and big folders

Deleted Items isn't the only place old email piles up. The Junk folder fills with spam you never look at, and folders full of old attachments can take far more space than everyday messages. When you're clearing space, empty Junk too, and look through any folder you use for receipts, reports or newsletters. Sorting a folder by size, biggest first, shows you in seconds which emails are worth deleting. A handful of old emails with video or design files attached can free more space than deleting hundreds of short messages, so start there.

Deleted Items on your phone

Deleting a message in the Outlook app moves it to the same Deleted Items folder you see on your computer, because the folder lives in your mailbox, not on the device. Empty it from either and it's empty everywhere. That also means a mistaken swipe on your phone can be undone from your laptop, as long as you haven't emptied the folder.

Shared and work mailboxes

If you use Outlook at work, your organisation may have its own rules about how long deleted email is kept, and some mailboxes are shared between several people. Emptying Deleted Items in a shared mailbox empties it for everyone, so check with colleagues before you clear out a team inbox. And if you're ever asked to keep emails for legal or compliance reasons, don't empty anything until you know what needs to be kept.

Why emptying it matters

Every email you keep counts toward your mailbox storage, and Deleted Items is easy to forget. If your mailbox is nearly full, Outlook can start having trouble sending or receiving. Emptying Deleted Items, and the Junk folder, is the quickest way to win back space, often far more than you'd expect if you've never done it.

A simple email clean-up routine

• Empty Deleted Items and Junk once a week, or set Outlook to do it automatically.
• Delete old emails with large attachments you've already saved elsewhere.
• Unsubscribe from newsletters you never open, so less arrives in the first place.
• Archive finished projects into folders rather than leaving them in the inbox.

If you send newsletters yourself, a clean list matters as much as a clean inbox: my guide to email verification tools explains why. And my office productivity hacks have more ways to keep email under control.

My verdict

Right-click Deleted Items and choose Empty (or Empty Folder in classic Outlook). Turn on automatic emptying when Outlook closes if you trust yourself, add the confirmation prompt in classic Outlook if you don't, and act quickly through Microsoft's recovery steps if you empty something by mistake.

Frequently asked questions

How do I empty Deleted Items in Outlook?

Right-click the Deleted Items folder and select Empty in new Outlook, or Empty Folder in classic Outlook, then confirm.

Can Outlook empty Deleted Items automatically?

Yes. In new Outlook, tick Empty deleted items folder under View Settings, Mail, Message handling. In classic Outlook, use File, Options, Advanced.

Why is there no Deleted Items folder in my Outlook?

Gmail, Yahoo and other non-Microsoft accounts use a Trash folder instead.

Can I recover emails after emptying Deleted Items?

Often, for a time. Microsoft's recovery guide explains how; Outlook.com keeps removed messages recoverable for 30 days.

Does deleting an email in Outlook free up space?

Not until you empty Deleted Items. Microsoft says deleted items aren't permanently deleted until that folder is emptied.