How to Delete all Emails from one Sender in Outlook?

Last Updated on December 19, 2023 by Amit Bansal

The flow of incoming email messages in your inbox, sometimes really causes a problematic issue in case you are in the middle of an important task or presentation.

Outlook offers a feature to block unwanted emails from specific senders, but what about the emails that have already landed in your inbox from that sender?

In this article, you will learn a couple of methods on how to delete all emails from one Sender Outlook.

Using the Sweep feature in Outlook Web Application you can delete all emails from any specific sender. You can also configure it to automatically delete all new emails from that sender.

Delete all Emails From One Sender using the Rule in Outlook

To delete email messages from a specific sender, you can select multiple emails individually using the Alt key and then click delete. This action will remove the entire list of selected emails and send them to the deleted items folder.

However, there are some drawbacks to this method. While selecting emails, there is a risk of accidentally including other emails or missing some messages received from the specific sender you’re targeting.

So, let’s explore how the Rules feature can assist in deleting emails received from a specific sender.

  • Open Microsoft Outlook
  • Go to your inbox >> Select one email from the bulk of messages you’ve received in your inbox from that particular sender, which you wish to delete.
  • Click right mouse button >> Click Rules >> Always move Message from: XXXXX
Delete all emails from one sender
  • Rules and alert dialog box which consists of multiple folders >> Select Trash/Delete folder and Hit the OK button
Outlook delete

All email messages from the specific sender of the selected email in the Inbox are moved to the Trash folder.

Additionally, the Rule function ensures that all future emails received from that specific address will automatically be sent to the Trash folder.

Delete the Trash and you are rid of the emails from a specific address.

Use Search Bar and delete multiple emails received from a specific sender

Microsoft Outlook search features another great function that helps the user to find email by date, subject, attachment, and from. You can filter the emails received from a specific address using the search function, and then delete them.

  • Lunch Outlook
  • Navigate to your inbox, which contains those unwanted emails.
  • Click on the Search bar above, which enables the search tab.
  • From the Refine section click on “From“.
Delete multiple emails received from a Specific sender using search Function

Search criteria from: “Sender Name” is added to the Instant Search box

  • Replace the word ‘sender name with the email address of the specific sender that causes trouble, and you like to delete all related emails.
Delete all emails from one sender Outlook
  • All emails received from that specific email address are gathered in the folder.
  • Next, select all emails using Ctrl + A (keyboard Shortcut)
  • And then right-click on the selected emails.
  • Select Delete from the drop-down list, or you can simply press the delete button from your keyboard.
multiple emails received from a Specific sender

How to Delete all Emails from One Sender on New Outlook?

The interface of the new Outlook is markedly different from that of classic Outlook. In the classic version, users utilize the search bar and rules function to delete all emails from a specific email address.

With the new Outlook, although the result is the same, the steps to implement the rules function differ from those in the classic version. However, the usage of the search bar remains quite similar across both versions.

So let’s check out you to delete all Emails from one Sender in NEW Outlook:

  • Open New Outlook from your desktop
  • Click on the setting (Gear sign) available in the top right corner of the screen.
search option new outlook
  • You are directed to the settings dialog box, which offers multiple options. You’ll encounter three layers of selections. First, click on ‘Mail’ from the left navigation section. Then, select ‘Rules’ from the options that appear. Finally, on the right, click ‘Add New Rules’ to create a new rule.
Rule function new outlook
  • This action opens a detailed form where you must select options carefully to execute and enable the rules. These rules will delete all emails already available in your inbox and, going forward, automatically delete any new emails received from that specified email address.
Rules new Outlook
  • Quickly I have explained the steps that help you step up your rule.
  1. First, name your rule.
  2. Second, add a condition. From the drop-down menu, select “FROM”. This will open another section where you need to enter the email address whose emails you want to delete.
  3. Third, add the action. Select “Delete” from the dropdown menu.
  4. Fourth, select the checkbox labeled “Run Rule Now”.
  5. Finally, click “Save”.

This will be added to the rule list. Every time you receive an email from that specific email address, the email will be automatically deleted and sent to the trash folder.

Using VBA Script

Using a VBA script is an alternative method to delete all emails from a specific sender in Microsoft Outlook. This is a one-time process, and in the future, any emails received from that email address will be automatically deleted from your inbox.

To create a VBA script that deletes all emails from one sender in Microsoft Outlook, you can use the following code.

This script will search through a specified folder (such as the Inbox) and delete all emails from a specific sender’s email address.

Sub DeleteEmailsFromSender()
    Dim OutlookApp As Object
    Dim Namespace As Object
    Dim Folder As Object
    Dim MailItem As Object
    Dim i As Integer
    Dim SenderAddress As String

    ' Define the sender's email address you want to delete emails from
    SenderAddress = "sender@example.com" ' Replace with the actual sender's email address

    ' Create Outlook application object
    Set OutlookApp = CreateObject("Outlook.Application")
    ' Get the MAPI namespace
    Set Namespace = OutlookApp.GetNamespace("MAPI")
    ' Reference the Inbox folder (or any other folder)
    Set Folder = Namespace.GetDefaultFolder(6) ' 6 refers to the Inbox

    ' Loop through emails in the specified folder
    For i = Folder.Items.Count To 1 Step -1
        Set MailItem = Folder.Items.Item(i)

        ' Check the sender of each email
        If MailItem.SenderEmailAddress = SenderAddress Then
            MailItem.Delete
        End If
    Next i

    ' Release the objects
    Set MailItem = Nothing
    Set Folder = Nothing
    Set Namespace = Nothing
    Set OutlookApp = Nothing
End Sub

How To use this script?

  1. Press Alt + F11 to open the VBA editor in Outlook.
  2. In the Project Explorer window, find your Outlook project.
  3. Right-click on the project, go to Insert, and choose Module. This creates a new module.
  4. Copy and paste the VBA code into the module window.
  5. Replace "sender@example.com" with the actual email address of the sender whose emails you want to delete.
  6. Run the script by pressing F5 while the cursor is inside the procedure or by going to Run -> Run Sub/UserForm.

Important Note: Exercise extreme caution when using scripts to delete emails, as this process cannot be reversed. Ensure that the email address is accurately entered to prevent the unintended deletion of crucial emails. It is advisable to initially test the script on a limited and manageable group of emails.

Advantages of Automating Deletions

When we automate the process of deleting emails from one sender in Outlook, we experience several benefits:

  • Reduced Inbox Clutter: Instead of manually sorting through each message, automated deletions help keep our inbox tidy by systematically removing unwanted emails.
  • Time Efficiency: We save significant time that would otherwise be spent on manual email management, allowing us to focus on more important tasks.
  • Consistency: Automating email deletions ensures that we apply the same action to all emails from a specific sender, which is more reliable than manual deletion.
  • Decreased Human Error: By setting up rules or utilizing features such as Sweep, we minimize the potential for overlooking or accidentally deleting the wrong emails.
AdvantagesDescription
Reduce Inbox ClutterAutomatically remove unwanted emails to maintain a clean inbox.
Save TimeFree up time by eliminating the manual process of email deletion.
Ensure ConsistencyApply the same rules to all emails from one sender.
Minimize ErrorsReduce the chances of mistakenly deleting important emails.

By taking advantage of Outlook’s organization tools, such as the Sweep feature, we efficiently manage our inbox. It’s an effective way to enforce our email organization strategy automatically and with precision.

Final Words

In addition to the aforementioned methods, archiving emails, blocking the specific email address, or unsubscribing from marketing emails are other effective ways to manage your inbox.

Using computer email programs to find, select, and delete thousands of messages from the same sender is a much easier and quicker process.

By eliminating all the emails you no longer need, you can better concentrate on the more important messages in your inbox.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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