How to Auto Empty Trash in Outlook

Why Emptying Trash in Outlook is Important

Emptying the trash folder in Outlook might seem like a mundane task, but it is actually crucial for several reasons. Here are some of the key reasons why you should regularly empty your trash in Outlook:

Reclaim Storage Space: Deleted emails, attachments, and other items accumulate in the trash folder, taking up valuable storage space in your Outlook account. By regularly emptying the trash, you can free up this space and ensure that your account operates smoothly.
Improve Performance: An overflowing trash folder can slow down Outlook’s performance. When the trash folder contains a large number of items, it takes longer for searches and other operations to complete. By emptying the trash, you can enhance the overall performance of Outlook.
Maintain Organization: Deleting emails and other items but leaving them in the trash can lead to disorganization. It becomes difficult to distinguish between important emails and deleted ones when both are mixed together. Emptying the trash helps to keep your mailbox organized and clutter-free.
Prevent Information Leakage: Some sensitive or confidential information may end up in the trash folder if not deleted permanently. Emptying the trash ensures that such information is permanently removed from your account, reducing the risk of data breaches or unauthorized access.
Protect Privacy: Your trash folder may contain personal or sensitive information, such as financial statements, personal correspondence, or login credentials. Emptying the trash regularly helps to protect your privacy and prevent unauthorized access to your personal or confidential data.
Comply with Retention Policies: Organizations often have policies regarding the retention and deletion of emails and other digital content. By emptying the trash, you can ensure compliance with these policies and avoid potential legal or regulatory issues.

Emptying the trash in Outlook is a simple yet important task that should be incorporated into your regular email management routine. By doing so, you can reclaim storage space, improve performance, maintain organization, prevent information leakage, protect your privacy, and comply with retention policies. So, make it a habit to empty your trash on a regular basis and enjoy a more streamlined and efficient Outlook experience.

How to Empty Trash Manually in Outlook

Emptying the trash folder in Outlook manually is a straightforward process. Here are the steps to follow:

Open Outlook and navigate to the “Folders” pane on the left side of the window.
Scroll down until you find the “Deleted Items” folder. This is where your deleted items, including emails, attachments, and other items, are stored.
Right-click on the “Deleted Items” folder and select “Empty Folder” from the context menu that appears.
A confirmation dialog box will appear asking if you want to permanently delete all the items in the folder. Review the items in the folder to ensure that you no longer need them.
If you are sure that you want to delete all the items permanently, click on “Yes” in the confirmation dialog box.
Outlook will begin emptying the trash folder, and you will see the progress in the status bar at the bottom of the Outlook window.
Once the process is complete, the trash folder will be empty, and the storage space will be reclaimed.

It is important to note that emptying the trash folder permanently deletes all the items in it, and they cannot be recovered. Therefore, it is crucial to double-check the contents of the folder before emptying it to avoid accidentally losing any important emails or attachments.

Emptying the trash folder manually is a quick and easy way to declutter your Outlook account and free up storage space. By incorporating this step into your email management routine, you can ensure that your Outlook operates efficiently and smoothly.

Automating the Emptying of Trash in Outlook

Manually emptying the trash in Outlook can become a repetitive and time-consuming task, especially if you receive a large volume of emails. Fortunately, Outlook provides options to automate the process, saving you time and effort. Here are two methods you can use to automate the emptying of trash in Outlook:

Using Outlook Rules: Outlook rules allow you to specify certain conditions to automatically perform actions on incoming or outgoing emails. To set up a rule to automatically empty the trash, follow these steps:

Open Outlook and go to the “File” menu.
Select “Manage Rules & Alerts” from the drop-down menu.
In the “Rules and Alerts” window, click on the “New Rule” button.
Choose “Apply rule on messages I receive” as the rule type and click “Next”.
In the “Which condition(s) do you want to check?” section, scroll down and check the box next to “Permanently delete it” and click “Next”.
Specify any additional conditions you want to apply to the rule and click “Next”.
In the “What do you want to do with the message?” section, check the box next to “Permanent Delete” and click “Next”.
Choose any exceptions you want to apply to the rule, or leave it blank, and click “Next”.
Provide a name for the rule, and choose whether to run the rule on existing messages. Click “Finish” to save the rule.
From now on, all incoming messages that meet the specified conditions will be permanently deleted and bypass the trash folder.

Creating a Custom Macro: If you are familiar with VBA (Visual Basic for Applications), you can create a custom macro to automate the emptying of trash. Here’s a simple example:

Open Outlook and press “Alt + F11” to open the VBA editor.
In the editor window, click on “Insert” and choose “Module” to insert a new module.
Copy and paste the following code into the module:


Sub EmptyTrash()
    Dim DeletedFolder As Outlook.Folder
    Set DeletedFolder = Application.GetNamespace("MAPI").GetDefaultFolder(olFolderDeletedItems)
    DeletedFolder.Delete
End Sub

Close the VBA editor.
To execute the macro and empty the trash, go to the “Developer” tab in the Outlook ribbon (if not visible, enable it from Outlook options).
Click on “Macros” and choose the “EmptyTrash” macro from the list.
The trash folder will be emptied instantly.

By automating the emptying of trash in Outlook, you can save time and ensure that your email management is streamlined. Whether you choose to use Outlook rules or create a custom macro, these methods provide the convenience of automatically deleting unwanted items from the trash folder, keeping your Outlook account clean and efficient.

Using Outlook Rules to Automate Trash Emptying

Outlook rules are a powerful feature that can be used to automate various actions within your email account, including the emptying of the trash folder. By creating a rule, you can instruct Outlook to permanently delete specific types of emails or all items in the trash folder. Here’s how you can use Outlook rules to automate trash emptying:

Launch Outlook and navigate to the “File” tab in the top menu bar.
Select “Manage Rules & Alerts” from the drop-down menu. The “Rules and Alerts” window will open.
In the “Email Rules” tab, click on the “New Rule” button to start creating a new rule.
In the “Rules Wizard” dialog box, you’ll be presented with different options to define the conditions for your rule. Choose “Apply rule on messages I receive” to focus on incoming emails, or select “Apply rule on messages I send” to target outgoing emails.
Click on the checkbox next to “With specific words in the subject or body” to specify the conditions that will trigger the rule. You can also select other criteria such as sender, recipient, or specific keywords.
After defining the conditions, click on the “Next” button to proceed to the next step.
In the next window, you can choose the actions that you want Outlook to perform on the matched messages. Select the checkbox next to “Permanently delete it” to instruct Outlook to permanently remove the message from the trash folder.
You can also set additional exceptions or add further actions to the rule if desired. Click on the “Next” button to continue.
Provide a name for the rule and choose whether you want to run the rule on existing messages. Click on the “Finish” button to save the rule.

Once the rule is created, Outlook will automatically apply it to incoming or outgoing messages that match the defined conditions. If the rule specifies permanent deletion, the matched messages will be directly deleted from the trash folder, bypassing the need to manually empty it.

Using Outlook rules to automate trash emptying can help streamline your email management process and ensure that your Outlook account remains organized and clutter-free. By defining specific criteria and actions, you can customize the rule to fit your individual needs and preferences.

Setting up a Schedule for Auto Emptying Trash in Outlook

Automating the process of emptying the trash folder in Outlook can be further enhanced by setting up a schedule. By configuring a specific time or frequency for trash emptying, you can ensure that your Outlook account remains clutter-free without manual intervention. Here’s how you can set up a schedule for auto emptying trash in Outlook:

Launch Outlook and go to the “File” tab in the top menu bar.
Click on “Options” and select “Advanced” from the left-hand sidebar.
In the “AutoArchive” section, click on the “AutoArchive Settings…” button.
In the AutoArchive dialog box, make sure the “Clean out items older than” option is selected and set the desired time period. This determines how old the items in the trash folder should be before they are automatically deleted.
Under the “Move old items to” section, choose the “Deleted Items” folder from the dropdown menu. This ensures that the items are moved to the trash folder before they are permanently deleted.
Enable the “Permanently delete old items” option to instruct Outlook to permanently delete the items from the trash folder when they meet the specified time criteria.
Click “OK” to save the AutoArchive settings.

By setting up the AutoArchive feature in Outlook, you can automatically delete items in the trash folder that exceed the specified time period. This ensures that only the relevant and recent items are retained while outdated or unnecessary items are automatically removed.

In addition to AutoArchive, you can also explore other automation options in Outlook, such as using macros or third-party add-ins, to create more advanced and customized schedules for emptying the trash folder. These options may require additional technical knowledge or the installation of add-ins, so consider your requirements and proficiency level when choosing the best method.

Setting up a schedule for auto emptying trash in Outlook streamlines your email management and eliminates the need for manual intervention. By regularly removing outdated and irrelevant items, you can keep your Outlook account organized, improve performance, and ensure optimum storage space utilization.

Creating a Custom Macro for Auto Emptying Trash in Outlook

If you’re familiar with VBA (Visual Basic for Applications), you can create a custom macro in Outlook to automate the process of emptying the trash folder. This allows you to have more control over the execution and scheduling of the emptying process. Here’s how you can create a custom macro for auto emptying the trash in Outlook:

Launch Outlook and press “Alt + F11” to open the VBA editor.
In the VBA editor, expand the “Microsoft Outlook Objects” folder and double-click on “ThisOutlookSession”.
Copy and paste the following code into the code window:


Private Sub Application_Startup()
    Dim DeletedFolder As Outlook.Folder
    Set DeletedFolder = Application.GetNamespace("MAPI").GetDefaultFolder(olFolderDeletedItems)

    If DeletedFolder.Items.Count > 0 Then
        DeletedFolder.Delete
    End If
End Sub

Close the VBA editor.
Whenever you start Outlook, the macro will automatically execute. It checks if there are any items in the trash folder, and if so, it permanently deletes them.

By creating this custom macro, you can have more control over when the trash folder is emptied. For example, you can modify the macro to execute at specific times or on certain events, such as when you receive new emails or when you exit Outlook.

If you want to empty the trash folder at a specific time every day, you can modify the code as follows:


Private Sub Application_Startup()
    Dim DeletedFolder As Outlook.Folder
    Set DeletedFolder = Application.GetNamespace("MAPI").GetDefaultFolder(olFolderDeletedItems)
    Dim CurrentTime As Date
    CurrentTime = Time

    If CurrentTime > #8:00:00 PM# And CurrentTime < #8:30:00 PM# Then
        If DeletedFolder.Items.Count > 0 Then
            DeletedFolder.Delete
        End If
    End If
End Sub

This updated macro will only execute between 8:00 PM and 8:30 PM, allowing you to control when the trash folder is automatically emptied.

Creating a custom macro for auto emptying the trash in Outlook provides flexibility and customization options. You can adapt the code to fit your specific needs and preferences, such as setting specific times, triggering conditions, or even prompting for confirmation before permanently deleting items.

Benefits of Auto Emptying Trash in Outlook

Auto emptying the trash in Outlook offers several benefits that can enhance your email management experience. Let’s explore the advantages of implementing this automated process:

Time Efficiency: With auto emptying enabled, you no longer need to manually empty the trash folder in Outlook. This saves you valuable time and effort, allowing you to focus on more important tasks.
Storage Optimization: By automatically removing unnecessary items from the trash folder, auto emptying helps optimize your storage space in Outlook. This ensures that you have ample room for new emails and attachments.
Improved Performance: An overflowing trash folder can slow down Outlook’s performance. Auto emptying ensures that the trash folder remains decluttered, resulting in improved speed and responsiveness of the application.
Maintained Organization: Regularly emptying the trash folder keeps your Outlook mailbox organized. By eliminating unnecessary items, you can easily locate important emails and efficiently manage your inbox.
Enhanced Security: Permanently deleting items from the trash folder helps protect your sensitive information from being accessed or recovered. This enhances the security and confidentiality of your Outlook account.
Compliance with Retention Policies: Many organizations have specific retention policies that govern email retention and deletion. Auto emptying ensures that your email account remains compliant with these policies, avoiding any potential legal or regulatory issues.
Reduced Risk of Data Breaches: Permanently deleting items from the trash folder eliminates the risk of data breaches or unauthorized access. By automatically removing sensitive or confidential information, you minimize the chance of it falling into the wrong hands.

Overall, implementing auto emptying in Outlook provides numerous benefits. It saves time, optimizes storage, improves performance, maintains organization, enhances security, ensures compliance with retention policies, and reduces the risk of data breaches. By taking advantage of this feature, you can streamline your email management process and enjoy a more efficient and secure Outlook experience.

Troubleshooting Common Issues with Auto Emptying Trash in Outlook

While auto emptying the trash in Outlook can greatly simplify your email management process, it is not immune to potential issues. Here are some common problems you may encounter with auto emptying trash in Outlook and troubleshooting tips to resolve them:

Items Not Being Auto Deleted: If the auto emptying process does not delete items from the trash folder as expected, check if the auto emptying settings are properly configured. Ensure that the correct time period or conditions are specified, and that the scheduling options are correctly set. It is also advisable to review any rules or macros that may be conflicting with the auto emptying process.
Corrupted AutoEmptyRules: In some cases, the AutoEmptyRules, which control the auto emptying process, may become corrupted or outdated. To resolve this, you can try resetting the AutoEmptyRules. First, close Outlook, then find and delete the AutoEmptyRules.xml file in the Outlook directory. Restart Outlook, and the auto emptying process should function properly. Note that this will remove any custom settings for auto emptying, so you may need to reconfigure them.
Essential Emails Getting Auto Deleted: Sometimes, important emails may inadvertently get deleted along with other items during the auto emptying process. To prevent this, ensure that you have set up proper rules or conditions to avoid deleting specific emails or folders. Double-check the settings and criteria used in the auto emptying process to ensure that it only targets the intended items.
Macro Execution Issues: If you are using a custom macro for auto emptying the trash, ensure that the macro is properly enabled and executed. Check if the macro security settings in Outlook are properly configured to allow the execution of macros. Verify that the macro code is error-free and properly assigned to the correct events or triggers.
Conflicting Add-ins: Sometimes, certain add-ins or plugins in Outlook can conflict with the auto emptying process. Disable any unnecessary or potentially conflicting add-ins and test the auto emptying process again. If the issue persists, try enabling the add-ins one by one to determine which one is causing the conflict.

If you encounter any issues with auto emptying the trash in Outlook, troubleshooting these common problems can help you identify and resolve the issue. It is recommended to carefully review the settings, rules, macros, and any third-party add-ins that may be affecting the auto emptying process. By resolving these issues, you can ensure the smooth and efficient operation of the auto emptying feature in Outlook.

Frequently Asked Questions about Auto Emptying Trash in Outlook

Here are some commonly asked questions about auto emptying the trash in Outlook:

Can I recover items that were auto emptied from the trash?

No, items that are auto emptied from the trash folder in Outlook are permanently deleted and cannot be recovered. It is crucial to double-check the contents of the trash folder before enabling auto emptying to avoid losing important emails or attachments.

Can I customize the time period for auto emptying the trash?

Yes, you can customize the time period for auto emptying the trash in Outlook. By adjusting the settings or conditions, you can specify how old the items in the trash folder should be before they are automatically deleted.

Will auto emptying the trash affect other folders in Outlook?

No, auto emptying the trash only affects the items in the trash folder. It does not impact other folders or emails in your Outlook account.

Can I view the deleted items even after they are auto emptied?

No, once items are auto emptied from the trash folder, they are permanently deleted and cannot be viewed or recovered.

Why are some essential emails getting deleted during the auto emptying process?

If essential emails are getting deleted during the auto emptying process, it is possible that the rules or settings for auto emptying are too broad or not properly configured. Double-check the conditions and criteria used in the auto emptying process to avoid deleting specific emails or folders accidentally.

Can I disable auto emptying temporarily?

Yes, you can disable auto emptying temporarily by adjusting the settings or conditions for auto emptying. This allows you to retain the items in the trash folder until you are ready to manually empty it.

What should I do if the auto emptying process is not working?

If the auto emptying process is not working as expected, ensure that the settings, rules, macros, or add-ins related to auto emptying are properly configured. You can also try restarting Outlook or resetting the auto emptying settings to resolve any issues.

These frequently asked questions provide valuable insights into the auto emptying of the trash in Outlook. By understanding the features, limitations, and troubleshooting techniques, you can effectively manage your email trash folder and optimize your Outlook experience.