How to Select Multiple Emails in Outlook Like a Pro

 Yogendra Negi Posted on : 22 July 2023 Comments : 0
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1. Introduction

Outlook is one of the most popular and powerful email clients in the world, but it can also be overwhelming and confusing at times. One of the common tasks that Outlook users need to perform is how to select multiple emails in Outlook for various purposes, such as moving, deleting, archiving, or forwarding them. However, many users are not aware of the different ways to do this, or they find it tedious and time-consuming to do so.

In this article, we will show you how to select multiple emails in Outlook like a pro, using keyboard shortcuts, mouse clicks, filters, and other tricks. By the end of this article, you will be able to select multiple emails in Outlook with ease and efficiency.

2. How to Select Multiple Emails Using the “Modifier” Key

Selecting multiple emails in Outlook can help you save time and organize your inbox more efficiently. Whether you want to move, delete, archive, or forward multiple emails at once, you can use various methods to select them in Outlook.

The modifier key is different depending on your platform: for Windows users, it is the Ctrl key, and for Mac users, it is the Command key.

Here are the steps to select multiple emails using the “Modifier” key in Outlook:

1. Open Outlook and go to the folder where the emails you want to select are located.

2. Click on the first email you want to select. It will be highlighted in blue.

3. Hold down the modifier key on your keyboard (Ctrl for Windows, Command for Mac) and click on any other email you want to select. It will also be highlighted in blue, while the first email remains selected.

4. Repeat step 3 until you have selected all the emails you want. You can also deselect any email by clicking on it again while holding the modifier key.

5. Release the modifier key when you are done with your selection. You can now perform any action on the selected emails, such as moving, deleting, archiving, or forwarding them.

3. How to Select Multiple Emails in Outlook Using the “Shift” Key

Here are the steps to select multiple emails using the “Shift” key in Outlook:

1. Open Outlook and go to the folder where the emails you want to select are located.

2. Click on the first email you want to select. It will be highlighted in blue.

3. Hold down the Shift key on your keyboard and click on the last email you want to select. All the emails between the first and the last one will also be highlighted in blue.

4. Release the Shift key when you are done with your selection. You can now perform any action on the selected emails, such as moving, deleting, archiving, or forwarding them.

4. How to Use the “Select All” Button

Selecting all emails in Outlook can help you perform bulk actions on your entire inbox or folder, such as deleting, archiving, or marking them as read. However, you may not know how to use the “Select All” button in Outlook, or where to find it. In this paragraph, we will show you how to use the “Select All” button in Outlook for Windows and Mac users, and what are the benefits and limitations of this method.

Photo by Miguel Á. Padriñán

For Windows users: The “Select All” button is not visible by default in Outlook for Windows, but you can add it to the Quick Access Toolbar by following these steps

1. Open Outlook and right-click over the Quick Access Toolbar (the small icons at the top left of the window).

2. Choose Customize Quick Access Toolbar from the menu that appears.

3. When the Outlook Options dialog box opens, choose All Commands from the Choose commands drop-down menu.

4. Scroll down and select all, then proceed to click on Add and finally click on OK.

5. Access the folder where the desired emails are located.

6. Click on the first email in the folder and click the Select All button that you added to the Quick Access Toolbar. All the emails in the folder will be highlighted in blue.

7. You can now perform any action on the selected emails, such as moving, deleting, archiving, or forwarding them.

For Mac users: The “Select All” button is visible by default in Outlook for Mac, but it may not be obvious where it is located.Here are the steps to use it

1. Open Outlook and go to the folder that contains the emails you want to select.

2. Click on any email in the folder to activate the Home tab on the ribbon (the menu bar at the top of the window).

3. On the Home tab, click on Edit and then choose Select All from the drop-down menu. Alternatively, you can also use the keyboard shortcut Command + A to select all emails.

4. All the emails in the folder will be highlighted in blue.

5. You can now perform any action on the selected emails, such as moving, deleting, archiving, or forwarding them.

5. How to Mass Move Emails in Outlook

Moving emails in Outlook can help you declutter your inbox and organize your messages into different folders. However, you may not know how to mass move emails in Outlook, or what are the best methods to do so. In this section, we will show you how to mass move emails in Outlook for Windows and Mac users, using different methods such as filters, rules, and keyboard shortcuts.

5.1 Method 1: Using filters

For Windows users: You can use filters to quickly select and move emails that match certain criteria, such as sender, subject, date, or category. Here are the steps.

1. Open Outlook and go to the folder that contains the emails you want to move.

2. On the Home tab, click on Filter Email and choose one of the options from the drop-down menu. For example, you can choose From to filter emails by sender, or This Week to filter emails by date.

3. All the emails that match the filter will be displayed in the folder. You can also use the search box to refine your filter by typing keywords or using advanced search operators.

4. Press Ctrl + A to select all the filtered emails. Alternatively, you can also click on any email and then click on Select All from the Edit menu.

5. Right-click on any of the selected emails and choose Move from the menu that appears. You can then select an existing folder or create a new one to move the emails.

For Mac users: You can use filters to quickly select and move emails that match certain criteria, such as sender, subject, date, or category.Here are the steps to use filters.

1. Open Outlook and go to the folder that contains the emails you want to move.

2. On the Organize tab, click on Filter and choose one of the options from the drop-down menu. For example, you can choose From to filter emails by sender, or This Week to filter emails by date.

3. All the emails that match the filter will be displayed in the folder. You can also use the search box to refine your filter by typing keywords or using advanced search operators.

4. Press Command + A to select all the filtered emails. Alternatively, you can also click on any email and then click on Select All from the Edit menu.

5. Drag and drop the selected emails to an existing folder or create a new one to move them.

5.2 Method 2: Using rules

For Windows users: You can use rules to automatically move emails that match certain conditions, such as sender, subject, date, or category. Here are the steps.

1. Open Outlook and go to the folder that contains the emails you want to move.

2. Click on any email that you want to base your rule on. For example, if you want to move all emails from a specific sender, click on an email from that sender.

3. On the Home tab, click on Rules and choose Always Move Messages From from the menu that appears. Alternatively, you can also right-click on the email and choose Rules from the menu that appears.

4. A dialog box will open where you can select an existing folder or create a new one to move the emails. Click OK to confirm your choice.

5. The new rule will move all future messages that match the condition. The rule will also immediately move any matching messages in the folder that you are reading.

For Mac users: You can use rules to automatically move emails that match certain conditions, such as sender, subject, date, or category.Here are the steps to use rules.

1. Open Outlook and go to the folder that contains the emails you want to move.

2. Click on any email that you want to base your rule on. For example, if you want to move all emails from a specific sender, click on an email from that sender.

3. On the Home tab, click on Rules and choose Create Rule from the menu that appears. Alternatively, you can also right-click on the email and choose Create Rule from the menu that appears.

4. A dialog box will open where you can specify the condition and action for your rule. For example, you can choose From as the condition and Move Message as the action. You can also select an existing folder or create a new one to move the emails.

5. Click OK to confirm your choice.

6. The new rule will move all future messages that match the condition. You can also apply it to existing messages by clicking on Apply in the Rules dialog box.

5.3 Method 3: Using keyboard shortcuts

For Windows users: You can use keyboard shortcuts to quickly select and move emails in Outlook. Here are the steps to use keyboard shortcuts.

1. Open Outlook and go to the folder that contains the emails you want to move.

2. Use the arrow keys to navigate to the first email you want to select. Press Spacebar to select it. It will be highlighted in blue.

3. Use the arrow keys to navigate to the next email you want to select. Hold down the Ctrl key and press Spacebar to select it. It will also be highlighted in blue, while the first email remains selected.

4. Repeat step 3 until you have selected all the emails you want. You can also deselect any email by pressing Spacebar again while holding the Ctrl key.

5. Press Ctrl + Shift + V to open the Move Items dialog box. You can then select an existing folder or create a new one to move the emails. Press Enter to confirm your choice.

For Mac users: You can use keyboard shortcuts to quickly select and move emails in Outlook. Here are the steps to use keyboard shortcuts:

1. Open Outlook and go to the folder that contains the emails you want to move.

2. Use the arrow keys to navigate to the first email you want to select. Press Spacebar to select it. It will be highlighted in blue.

3. Use the arrow keys to navigate to the next email you want to select. Hold down the Command key and press Spacebar to select it. It will also be highlighted in blue, while the first email remains selected.

4. Repeat step 3 until you have selected all the emails you want. You can also deselect any email by pressing Spacebar again while holding the Command key.

5. Press Command + Shift + M to open the Move dialog box. You can then select an existing folder or create a new one to move the emails. Press Enter to confirm your choice.

6. Conclusion

In this article, we have shown you how to select multiple emails in Outlook like a pro, using various methods such as keyboard shortcuts, mouse clicks, filters, and rules. By using these methods, you can save time and effort when managing your inbox and performing bulk actions on your emails. You can also customize your filters and rules to suit your preferences and needs. We hope you have found this article helpful and informative. If you have any questions or feedback, please feel free to leave a comment below. Thank you for reading!

Also Read 5 Email Correspondence Tips here

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