Selecting multiple emails in Outlook saves you from deleting, moving, archiving, flagging, or marking messages one at a time. The trick is picking the method that matches the message pattern in front of you.
Use Shift for emails that sit together, Ctrl for separate messages on Windows, and Select All when the whole folder or current mobile list needs the same action. Here are the Outlook methods that work across desktop, web, Mac, and mobile.
Select Emails Next To Each Other
When the emails sit in one continuous block, use range selection. Open the Outlook mail folder, select the first email, press and hold Shift, then select the last email in the group.
Outlook selects the first message, the last message, and every message between them. This works in mail folders with range selection, including new Outlook for Windows, classic Outlook for Windows, Outlook on the web, and Outlook.com.
After the messages are highlighted, choose the action you need from the toolbar, such as Delete, Archive, or Move.
Pick Separate Emails One By One
Open the folder that contains the emails.
Select the first email you want to include.
Press and hold Ctrl on Windows.
Select each additional email you want in the group.
Release Ctrl after the last email is selected.
Use this for scattered messages in new Outlook for Windows, classic Outlook for Windows, Outlook on the web, and Outlook.com.
On Mac, use the current Command + A method below when you need to select every message in the item list.
Use The Keyboard For A Range
This fixes nearby-message selection when you do not want to use the mouse.
Move focus to the Outlook message list.
Select the starting email.
Press Shift + Down Arrow to extend the selection downward.
Press Shift + Up Arrow to extend the selection upward.
Stop when the selected range includes the emails you need.
Select Scattered Messages In Classic Outlook With The Keyboard
Classic Outlook for Windows also lets you select messages that are not next to each other from the keyboard. In the message list, press Ctrl + Up Arrow or Ctrl + Down Arrow to move focus without expanding the selection.
When focus lands on a message you want, press Ctrl + Spacebar to select it. Press Ctrl + Spacebar again on the active message to cancel its selection.
Repeat the focus and selection shortcuts until every message you need is highlighted. If this method fails, use Ctrl-click in the message list instead.
Select All Emails In A Folder
In classic Outlook for Windows, open the folder, click inside the message list, and press Ctrl + A. Outlook selects all emails in the active folder.
In Outlook for Mac, click the item list so that pane is active, then press Command + A. This applies to Outlook for Microsoft 365 for Mac, Outlook 2024 for Mac, and Outlook 2021 for Mac.
In Outlook.com on a desktop browser, open the folder you want to manage and select the checkbox above the message list. If Focused Inbox is selected, handle Focused and Other separately for whole-folder actions.
Select Multiple Emails In The Outlook Mobile App
Use this method in Outlook for iOS or Outlook for Android when you are working from the inbox view.
Long press an email, or tap its circle icon, to enter multi-select mode.
Tap each additional message you want to include.
Tap Archive or Delete for those actions.
Tap Overflow, the three-dot menu, for Move, Mark Read/Unread, Flag/Unflag, or Select All.
Tap the left-pointing arrow in the top-left corner to leave selection mode.
Select All On Outlook Mobile And Mobile Web
Use these shortcuts when every message in the current mobile view needs the same action.
- 1.In the Outlook app, long press an email or tap its circle icon.
- 2.Tap Overflow, the three-dot menu.
- 3.Tap Select All.
- 4.In Outlook.com on a mobile browser, press and hold a message.
- 5.Tap Select All at the top of the screen.
Turn On Outlook Web Keyboard Shortcuts
In Outlook.com or the new Outlook on the web, select Settings.
Go to General.
Open Accessibility.
Under Keyboard shortcuts, choose the shortcut option you want.
Select Save.
In classic Outlook on the web, open Settings > Mail > General > Keyboard shortcuts, choose the shortcut option you want, then select Save.
Turn this on before using keyboard selection in Outlook on the web or Outlook.com.
Frequently Asked Questions
Why can't I select multiple emails in Outlook?
Click inside the message list first so Outlook knows where the selection should happen. Then use Shift-click for a range or Ctrl-click for separate messages. In Outlook on the web or Outlook.com, turn on keyboard shortcuts under Settings > General > Accessibility if keyboard selection is not responding.
How do I select multiple emails in Outlook without a mouse?
Use Shift + Down Arrow or Shift + Up Arrow to extend a selection through nearby messages. In classic Outlook for Windows, use Ctrl + Up Arrow or Ctrl + Down Arrow to move focus, then Ctrl + Spacebar to select or deselect the active message.
How do I select all emails in Outlook?
In classic Outlook for Windows, click the message list and press Ctrl + A. On Outlook for Mac, click the item list and press Command + A. In Outlook.com on desktop, use the checkbox above the message list.
Can I select multiple emails in the Outlook mobile app?
Yes. Long press an email or tap its circle icon, then tap the other messages you want. Use Archive, Delete, or the three-dot Overflow menu for Move, Mark Read/Unread, Flag/Unflag, or Select All.