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Managing your Outlook inbox can be a tricky task, especially if you receive a flood of emails each day. Deleting multiple emails at once, instead of individually, can help you to save time, giving you the opportunity to declutter your inbox.
You can delete multiple emails in Microsoft Outlook using a few different techniques that work on the desktop or mobile applications or in Outlook online.
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How to Delete Multiple Emails in Outlook on Desktop
Deleting multiple emails in the Outlook desktop app is a simple process. You can do this for individual emails or for an entire folder.
To delete a consecutive series of emails, follow these steps:
Launch the Outlook client and open the folder containing the messages you want to delete.
Select the first email that you want to delete.
Press and hold down the
key on your keyboard.
select the last email in the series that you want to delete. This will highlight all of the emails in between.
To quickly highlight all messages in a folder, use
Ctrl + A
Command + A
To select non-consecutive emails:
Open the folder containing the messages you want to delete.
Hold down the
key (Windows) or
, select each of the emails that you want to delete.
To delete emails from an entire folder or subfolders:
Emails in the Deleted Items folder will be removed within 30 days. If you want to remove them sooner, repeat the steps above to delete the emails automatically once you’ve moved them to the Deleted Items folder.
How to Delete Multiple Emails in Outlook on Mobile Devices
You can easily delete multiple emails using the Outlook app on your Android, iPhone, or iPad device. The steps to do this are quite simple by following these steps.
Launch the Outlook app on your mobile device.
Open a folder containing your emails.
Tap and hold the first email that you want to delete, then tap the checkboxes next to each of the further emails that you want to remove.
When you’re ready, press the
located in the top-right corner of your screen (shaped like a trash can).
Deleted emails will likely be moved to the Deleted Items folder, where they’ll be deleted automatically in 30 days. If you want to delete them sooner, repeat these steps to remove them from the Deleted Items folder.
How to Delete Multiple Emails in Outlook Online
You can also manage and mass delete multiple emails using the Outlook website. To delete multiple emails in Outlook online, follow these steps.
Sign into Outlook web from your web browser.
At the top of your inbox, hover over and press the
next to any individual emails to remove them. Repeat this for all of the emails that you want to remove.
If you want to delete all of the emails on your current active page, press the
above the message list. This will highlight all of the messages in your inbox.
When you’re ready, press the
button that appears above the message list to delete all the selected emails.
Managing Your Outlook Emails
By using the steps above, you can quickly delete multiple emails in Microsoft Outlook. This’ll help you to clean up your inbox and keep it organized. You’ll also waste less time wading through endless (and unnecessary) messages as a result.
Struggling to find an Outlook email from the past? You can search your Outlook emails using filters to look for emails by date, sender, and more. You can also forward Outlook emails to Gmail to help you merge your inboxes.
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Most of us use Microsoft Outlook for sending emails and calendar meetings/appointments. However, you can also use Outlook for creating tasks and follow up the progress till completion. It is also possible to assign or delegate the tasks to your colleagues and team members. In this article, we will explain how to manage tasks in Microsoft Outlook.
Related: How to fix slow Outlook and speed up your email productivity?How to Manage Tasks in Microsoft Outlook?
We will cover the following sections in this article:
Creating new task
Converting email to a task
Delegating or assigning taskHow to Create Tasks in Microsoft Outlook?
Follow the instructions to create a new task.
Outlook will show the mail, calendar and tasks icons on the bottom of the right sidebar. This may vary the three dots button on the bottom of the sidebar navigation and select “Tasks” option.
Open Tasks in Outlook
Alternatively, you can use the search box in Outlook 2024 onwards to find Tasks view for you. Once you are in Tasks view, Outlook will have different menu items in the ribbon.
By default, you can view all your existing tasks and to-do list in tasks view. The to-do list displays all to create a new task.
Creating New Tasks in Outlook
Enter the subject for your new task that Outlook will display in the task list.Defining Due Date, Status and Priority
In contrast to an appointment, editing a task is not tied to a fixed time and duration. You can, however define a due date for tasks. You can also create tasks without a firm due date.
date” fields. Setup the dates for your task as per your need. You can also enter date descriptions such as Today, Tomorrow or Day after tomorrow in the start and due date fields. Outlook automatically converts these into the far work on the task has progressed.
You can use the “Priority” field to define how important or urgent a task is. By default, the priority of a task is defined as “Normal” in Outlook.
In the “% Complete” field, you can enter the percentage of task completion if required.
If you like, you can have Outlook remind you to complete a task.
In the text area, you can enter additional information on the task or insert elements, which are related to the task.
Related: How to improve productivity when using Outlook?Setting Up Recurrence Task
If a series of recurring tasks is involved, such as a task to be completed on a weekly basis, enable the “Recurrence” button on the ribbon. You can then define the recurrence pattern.
Setting Task Recurrence in OutlookViewing Created Tasks
Now that you have filled out the task details, save and close the task. You can view the new task in the task list with the appropriate due date.
View Created TaskConverting Email to Task
Creating your own new tasks is very easy. However, you may need to convert an email received into a task from time to time. Here is how to convert a received mail into a task.
Switch to email view in Outlook.
You have several options for including an email in your task list. For one email, you have the option of flagging an email for follow up. Such emails are displayed in the to-do task list, but remain email date from “Follow Up” menu.
Follow Up Email
You can also convert an email entirely into a task. Use the “Move” button and select “Tasks” folder to do this.
Moving an Email to Tasks
You now see the new task window with the task subject as same as email subject. Outlook also attach the original email into the text
Convert Email to Task
You have all the options available as you do when creating a new task. After filling out the details, save the task and then switch back to the “Task” view to see the new task in the task list. Remember, Outlook will remove the email from the Inbox folder.
Email Moved to Tasks
Related: How to insert emoji symbols in Outlook using keyboard shortcuts?Editing Tasks
You can edit any of your tasks after creation. In order to edit, first select a task.
Editing Tasks in OutlookDelegating Tasks
In Outlook you are also able to delegate tasks to other persons. You can assign new or existing tasks to other people. If you want to assign a task to another person you just have to choose the person from your contacts or enter the email address of the recipient.
Task” button to delegate to another person.
When you have an already created task on your to-do task in the ribbon.
Use the address field in this dialogue window to select the person who is to perform the task.
Delegating or Assigning a Task in Outlook
Also by default, a copy of the task remains in your to-do list for information. Disable this field if the delegated task is no longer to appear in your to-do list.
By default, you will receive a notification when the assigned task has been completed. You can also disable this notification.
After checking the details, send the task to the designated person.Accepting or Rejecting Delegated Tasks
The icon in front of the task tells you that the task has been assigned to another person. The recipient now has the option of accepting or rejecting the task.
Accept or Reject Assigned Task
Outlook will notify you about the accepted or rejected status. Also you will get information of the progress in completing the task as soon as the recipient of the task enters relevant information.
Check Status of Assigned TasksViewing All Assigned Tasks
can only view the tasks that you have assigned to other people.
View Delegated Tasks in Outlook
You can view the status of the delegated tasks as a separate column in the “Detailed” and “Assigned” views. In the “Active”, “Next 7 Days” and “Overdue” views, there are separate columns for status and progress. You will also find all relevant information in the header of the task window when you open a task.
Are you looking for an easy way to share your calendar in Microsoft Outlook? Whether you’re working on a team project or need to coordinate with someone else, this guide will show you how to do it. We’ll teach you how to share a calendar in Outlook by using the desktop and web versions of Outlook. And as a bonus, you’ll get tips on managing your calendar permissions.How to Share the Outlook Calendar Using a Windows Application
Calendar sharing will be very easy if you use Microsoft Outlook for Windows. Follow these steps:
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1. Open Outlook on your Windows PC.
2. Find the Calendar icon in the lower left corner.
3. In the Home tab select Share Calendar on the top right side of the toolbar.
4. Outlook will present you with a list of shareable calendars. Remember that not all calendars you configure in Outlook can be shared.
6. A new dialog box will open with calendar properties. Select Add to add users.
7. From a list of contacts (typically your address book) choose who you’ll be sharing the calendar with. Start typing the person’s name, and Outlook will fill in their email address.
8. The added people will have default sharing permission levels. You can now select them individually and change their access level as you see fit.How to Share the Outlook Calendar on the Website
You can still share your calendar using the Outlook website if you’re using a device without a Microsoft Outlook app. Here’s how:
1. Open your preferred web browser and type chúng tôi in the address bar. Sign in with your credentials.
2. Select the Calendar icon on the left side menu.
5. A new dialog box will pop up. Type in the email address of the person you want to share the calendar with. If the recipient is in your contacts, the Outlook web app will offer a list from which you can choose the emails.
6. Once you add the users, you can set their permission levels. Choose between Can view all details and Can edit from a drop-down menu.
7. Select Share.Understanding Permission Levels
When sharing your Outlook calendar with someone you’ll have to set the permission level by following the steps described above. You can leave it on default or change it to one of the offered options. There are five options if you’re using the desktop Outlook app and only two options if you share your calendar through the website. To know exactly which level of permission to choose, you need to understand them.
Remember that if you want more detailed permission levels, you’ll have to set them by using the Outlook desktop app. The web version has limited options; you can set only Can view all details or Can edit. That means your colleagues will be able to either see all the calendar items in their full details or will be able to see and edit them.
Can View When I’m Busy
This is the default permission level, and if you opt not to change it, this is what the recipient will automatically have. Your co-workers with whom you shared your calendar will be able to open it and only see if you’re available, busy, out of the office or if you have an appointment.
Can View Titles and Locations
If you want to show more details to the calendar recipients, choose the “Can view titles and locations” option. Although this gives some access to limited details, your colleagues can now see the location and titles (or subjects) of your meetings. You can label some of your meetings as private appointments, and they will not show the location and title. Instead, they will be designated private even when using this permission level.
Can View All Details
This permission level setting will let recipients see full details and all calendar items. Besides meetings and appointments, they will also see the attendees, meeting notes, and attachments.
This permission level will allow your colleagues to change your Outlook Calendar. They will be able to add or remove your appointments. But they will not be able to receive meeting requests for you, nor will they be able to respond to the meeting invites.
You’ll probably want to assign this permission level to someone trustworthy. It will allow them to handle all the meetings, appointments, and invitations fully. When you assign someone delegate permission, you can choose whether to give them the power to handle your private appointments. But to finetune these Outlook Calendar options, you’ll have to go to Account Settings.
To do so follow these steps:
1. Go to File in the upper left corner of the Outlook app.
2. In the Info tab select Account Settings.
3. Find the Delegate Access option
4. Configure the Delegate options. You can choose your meeting requests to be delivered only to your delegates, but you’ll receive their copies. The second option will have only your delegates receiving meeting requests. The third option will send meeting requests to both you and your delegate.
It’s important to know that you can’t set a whole organization or external users as delegates. This permission level is reserved only for specific users or groups. Delegates will have full access to all calendar items, so choose carefully to whom you want to assign this permission level.
This will close all the tabs at the right of the current tab. Alternatively, you can also select the option “Close other tabs” which will then close all tabs except for the current one.
Note: The “Close tabs to the right” feature is only available in Firefox 24.0 and above. It is not available for Safari though.
Damien Oh started writing tech articles since 2007 and has over 10 years of experience in the tech industry. He is proficient in Windows, Linux, Mac, Android and iOS, and worked as a part time WordPress Developer. He is currently the owner and Editor-in-Chief of Make Tech Easier.
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Related: How to create data validation in Microsoft Excel?Working with Multiple Worksheets in Excel
Here are few tips and tricks we think can help you in
Hide and unhide sheets
Protect worksheet with password
Quick reference from another sheet
Navigating between sheets
Limit number of sheets
Naming worksheets properly
Copy and move worksheets1. Coloring Worksheets in Excel
By default, all worksheets in a book have same white background color. When you have multiple worksheets, applying different background colors to sheets can help you to remember the type of content you have on each worksheet. You can also use the sheet colors for various other purposes like keeping all completed task in a green sheet while pending tasks under yellow or red sheet.
Coloring Excel Worksheets
You will see a light background change on the sheet when you working on it. However, when you move to next sheet, you can see the full background color for other sheets. You can remove the applied color by again
Color Sheet When HighlightedColored Sheet When Not Highlighted2. Hide and Unhide Sheets
hide a sheet.
Use “Control” key to select multiple sheets one by one. Alternatively, use “Shift” key to select multiple sheets as a block and the sheet you want to unhide and show.
Unhide Worksheets in Excel
When you select multiple sheets, Excel will combine them in tab.
Related: How to add and subtract date and time in Excel?
3. Protect Worksheet with Password
When you do not want anyone to change the content on your sheet, the good idea is to protect or lock the content with a password. The person viewing the sheet will not know the restriction unless he or she tries to edit the cell data. Go to “Review” tab and choose “Protect Sheet” option. Excel will show you a pop-up where you can type a password and select the actions user can do with that sheet.
Protect Worksheet with Password
After saving your workbook, if you or anyone try to modify the cell data in a protected cell will be prompted with the below message to enter the password.
Locking Worksheet with Password
Remember not to have sensitive data on your sheet though you protect, someone can simply delete the entire sheet.4. Quick Reference from Another Sheet
When you lot of numbers, you may do mathematical calculations from cells referenced across sheets. Though you can go and select the cell for referring, the easy way is to use the text reference. Let us say, you have data in cells B2 and B3 of sheet 1. You can use the below formula, if you want to sum up these two cell data and show in a cell of sheet 2.
=Sheet1!B2+Sheet1!B35. Navigating Between Sheets
You can remove the pain of navigating across multiple worksheets by using keyboard shortcuts.
Control + PageUp to move in left direction
Control + PageDown move in right direction6. Limit Number of Sheets
Excel does not restrict the number of sheets in a workbook. It depends on the available memory size on your computer at that point of time. We recommend, you to keep the number of sheets within a limit when working with multiple sheets. Otherwise, you may need to end up in using the small arrows located in lower left corner.
Moving Between Multiple Sheets
You can still use Control + Page Up/Down keys to navigate to next/previous sheet. Alternatively, you can use the following shortcuts.
Note that Excel will remember where you are when closing a workbook. Next time when you open, it will go to the same sheet when you were at the time of closing.
Related: How to use VLOOKUP and HLOOKUP in Excel?7. Naming Worksheets Properly
Naming Excel Sheets8. Copy, Move and Delete Multiple Worksheets
You can manage moving, deleting and copying worksheets by to select multiple sheets and delete, move or duplicate them at once.
Move or Copy Worksheet in Excel
Remember, in order to move you should drag and drop the selected sheet(s) in the required position. Excel will show you single or move the selected sheet(s) to the end. When you want to copy or duplicate the entire worksheet, ensure to select “Create a copy” checkbox under “Move or Copy” pop-up.
Occasionally deleting unwanted or spam emails is a great way to clean an out-of-control inbox. Should you accidentally delete important emails or conversations while clearing out your Gmail inbox, we’ll show you how to recover them—on mobile and PC.
The efficacy of the techniques mentioned below may depend on the deletion timeframe. Simply put, recently deleted emails have higher recovery chances—the longer you wait, the slimmer the chances of recovery. But not to worry, you can still recover permanently deleted emails from Gmail. We’ll show you how.
Table of ContentsRecover Deleted Emails from the Trash Folder
All email service providers have a dedicated “Trash” or “Bin” folder where deleted messages from your Inbox are temporarily stored. For Gmail, deleted messages and conversations stay in the Trash folder for 30 days, after which they are permanently removed from Google’s servers.
If it’s been less than 30 days since you deleted an email, head to the Trash folder to view or recover the message.Recover Deleted Emails from the Trash Folder (Web)
You can recover deleted emails from Gmail using your PC or mobile browser. If you’re accessing Gmail from a computer, move your cursor to the left sidebar to expose the menu options and select the More drop-down button.
Open the message/conversation you want to recover and select the Move to icon on the Gmail toolbar.
Select the folder, label, or group you want the deleted mail restored to. Or, use the search bar to find a group.
Quick Tip: Learn how to manage your Gmail inbox by sorting emails into labels, folders, groups, etc.
You’ll get a notification at the bottom corner of the screen informing you that the conversation was moved to your preferred folder/label.Recover Deleted Emails from the Trash Folder (Mobile)
Want to get back deleted emails from the Gmail app, simply tap the hamburger menu icon, open the Trash folder, and tap the message you want to recover.
Tap the three-dot menu icon at the top-right corner of the conversation.
Select Move to.
Choose the folder/group you want to move the deleted email to, or select the plus (+) icon at the top-right corner to create a new label.
Gmail will display a success notification on the screen.
To undelete multiple emails in the Trash folder, tap the senders’ profile icons to select the messages.
Tap the three-dot menu icon, select Move to from the menu, and choose where you want the messages moved to.Contact Your Google Workspace Admin
If your account is part of a Google Workspace—perhaps at work, school, or in your organization—you can recover deleted emails, even after 30 days. Formerly known as G Suite, Google Workspace has a control panel (called Admin console) where users with authorized access (i.e., admins) can manage users and devices, user data, apps, and so on.
Deleted emails from Google Workspace users are moved to the Trash where they can be recovered after 30 days. However, Workspace admins have 25 extra days to recover deleted messages from the Admin console. If you no longer find a deleted message in your account’s Trash folder, contact your Google Workspace admin for help.
If you manage a Google Workspace, it’s easy to help a standard user recover a deleted email that’s over 30 days old. Sign in to the Google Admin console and go to the Users section on the homepage. Locate the users whose email you want to recover, select Restore Data, and choose Gmail in the “Application” section.
Note: Deleted emails older than 55 days are permanently removed from the Google Workspace Admin console. When this happens, no one—not even the admin—can recover the deleted messages.Contact the Sender or Receiver
Deleting a Gmail conversation will only remove the messages from your Google account. The other party (or parties—for group emails) will still have a copy of the message/conversation. This means there’s a 50-50 chance of recovering a deleted email that’s no longer available in the Trash folder or Google Admin console. You just have to hope the sender or recipient also hasn’t deleted the message(s).
Another major limitation—not knowing or remembering the sender or recipient’s email address or contact details. That makes it impossible to communicate with parties who might have a copy of the deleted email.
Reach out to the person who sent or received the email and ask them to resend or forward the email to you. If you don’t remember the person’s email address, call or send a text message.
Enter the recipient’s email address in the To dialog box and select Send.Use the Gmail Message Recovery Tool
Google has a useful tool for recovering deleted emails from your Gmail account—particularly emails deleted by an unauthorized party. Access the Gmail Message Recovery Tool on your web browser and follow the instructions on the page. Log in to your Google account and select Continue to proceed.
You may be required to update your security credentials (read: password) or confirm your account information. Google will scan your account for missing or lost emails and display a recovery result afterward. If you get a success message, Google will restore permanently deleted emails to the “All Mail” tab of your Gmail inbox.
Note that the probability of the Gmail Message Recovery Tool restoring your deleted emails is also 50/50. You may get an error message (like the one below) if Google can’t recover the missing emails.Back Up and Protect Your Emails
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