How to Mark All Emails as Read in Outlook

Keeping your inbox organised is a common challenge. 79% of Americans attempt to keep their unread email count low, and over half would be very bothered by having 100 or more unread messages. Yet, 40% of consumers report having at least 50 unread emails in their inbox. 

If you’re facing this, you know how difficult it can be to stay on top of things. Marking emails as read is a quick solution, but doing it manually can take time, especially with a large number of messages. In this blog, we will explain how to efficiently mark all emails as read in Outlook on both desktop and mobile. Let’s get started. 

In a Nutshell: How to Mark All Emails as Read in Outlook

• Desktop App: Use Search Folders to filter unread emails, then select Mark All as Read.

• Outlook Web: Mark all unread emails as read using the Navigation Pane or Folder tab.

• Mobile App: Filter unread emails, select multiple messages, and tap Mark as Read.

• Keeps Your Inbox Organised: Marking all emails as read reduces clutter, making it easier to prioritise important messages.

• Improves Productivity: These steps help you stay focused by reducing distractions caused by unread emails across all platforms.

What is Outlook and Why is it Useful?

Outlook is a popular email management platform developed by Microsoft. It's designed to streamline communication and organisation for both personal and business use. 

Here are some key reasons why Outlook is useful:

• Email Organisation: Organise your inbox with custom folders and filters to sort emails based on priority and relevance.

• Calendar Integration: Easily sync your calendar with email reminders to help you stay on track with appointments and meetings.

• Seamless Microsoft Integration: Works effortlessly with other Microsoft tools, such as Teams, OneDrive, and Word, making it an all-in-one productivity solution.

• Task Management: Keep track of your tasks and to-dos directly from your inbox, ensuring nothing slips through the cracks.

• User-Friendly Interface: The layout is intuitive and easy to navigate, making it accessible to users of all skill levels.

With Outlook, users can manage emails, calendars, contacts, and tasks in one place. It’s an essential tool for staying organised in both your work and personal life.

Now that you know what Outlook offers, let’s explore why unread emails tend to pile up and how marking them as read can make a big difference.

Why Unread Emails Pile Up and Why Marking Emails as Read Matters

Unread emails often accumulate due to several common sources:

• Newsletters: Regular updates or promotional content that often don’t require immediate attention.

• Spam: Unsolicited messages that clutter your inbox.

• Notifications: Alerts from social media, apps, or subscriptions that add to the noise.

Marking emails as read helps maintain better email management. Here’s how: 

• Keeps Your Inbox Clutter-Free: By marking unnecessary emails as read, you reduce visual clutter and make it easier to focus on important messages.

• Prevents Confusion: It’s easier to differentiate between new and old messages, reducing the chances of missing something urgent.

• Makes Important Emails Stand Out: Once non-essential emails are marked as read, truly important unread messages become more visible and easier to prioritise.

These options ensure that managing unread emails is simple, regardless of the platform you're using.

Outlook provides multiple options for marking emails as read across various platforms. You can easily manage unread emails and keep your inbox organised, whether you're using the web version, desktop app, or mobile app.

Also Read: How to Send Email to Multiple Recipients Separately in Outlook

Understanding why unread emails accumulate is one thing, but knowing how to manage them is another. Let’s start by looking at how to mark all emails as read in Outlook Web.

How to Mark All Emails as Read in Outlook Web

If you’re using Outlook on the Web, marking all your unread emails as read is a quick process. Here’s how:

• Open the Navigation Pane: Ensure that the Navigation Pane is visible on the left side. If it’s not, click the Show Navigation Pane icon (three lines) at the top left of the screen.

• Hover Over Your Inbox or Folder: Once the Navigation Pane is open, hover your cursor over the Inbox or any other folder that contains the unread emails you want to manage.

• Mark All as Read: When the three dots appear to the right of the folder name, click on them and select Mark all as read from the dropdown.

Additionally, you can:

• Go to your Inbox, click the Folder tab, and choose Mark All as Read from there.

• Right-click on any folder, then select Mark All as Read to mark every message in that folder as read.

💡 Pro Tip: Marking emails as read is just the beginning. With NewMail AI, you can automate inbox organisation, intelligently prioritise messages, and reclaim valuable time without hassle. Try NewMail AI today to keep your inbox organised so you can stay focused on what truly matters.

Also Read: Top 14 Tips to Clean Up Gmail Inbox

If you're using the desktop app, the process is just as simple. Let’s learn how to mark all emails as read on Outlook’s desktop version.

How to Mark All Emails as Read in the Outlook Desktop App

If you're using Outlook on your desktop, marking all your unread emails as read can be done in just a few steps. Here’s how:

1. Open Outlook
   Launch your Outlook desktop app on Windows.

2. Create a New Search Folder

   • Right-click on Search Folders in the left panel.

   • Select New Search Folder.

3. Set Up a Custom Search Folder

   • Choose Create a custom Search Folder, then click Choose.

4. Name Your Folder

   • Give your new Search Folder a name.

   • Click on Criteria to set the search parameters.

5. Filter for Unread Emails

   • Navigate to the More Choices tab.

   • Tick the box next to Only items that are and select Unread.

   • Click OK to confirm.

6. Mark All Emails as Read

   • Right-click the newly created Search Folder.

   • Select Mark All as Read from the options.

This method helps you manage your inbox more effectively by focusing only on unread messages, saving you time and effort.

If you're frequently on the move, managing unread emails on your mobile is just as straightforward. Here’s how to quickly mark all emails as read in the Outlook mobile app.

How to Mark All Emails as Read In the Outlook Mobile App

Managing unread emails on the go can be a challenge, but the Outlook app for both iPhone and Android offers a straightforward way to mark all emails as read. Here’s how you can do it:

1. Open Outlook and navigate to your Inbox or any specific folder.

   • Access the folder by selecting the menu on the top left using your profile icon.

2. Apply the Filter to view only Unread messages.

   • Tap the Filter icon in the top right corner and select Unread.

3. Select multiple emails.

   • Long-press any email, then tap Select All at the top.

4. Mark all as read.

   • Tap the Mark as Read icon (the open envelope) at the bottom.

5. Confirm the action.

   • A pop-up window will appear. Tap Mark to finalise.

Once you've marked your emails as read, your inbox will feel more organised, making it easier to focus on the messages that matter most.

Also Read: AI Email Assistants in Email Automation

For a more efficient and automated approach to inbox management, NewMail AI helps you prioritise, sort, and handle emails effortlessly, freeing up time for what truly matters. In the next section, we will explore how it can enhance your email experience. 

Take Control of Your Inbox with NewMail AI

If you're tired of manually sorting through unread emails, NewMail AI can help you streamline your inbox management. Here’s how it can make a difference:

• Automatic Email Prioritisation: Automatically sorts and ranks your emails based on importance, so you focus on what truly matters and can mark less critical emails as read without worry.

• Smart Drafts: Quickly respond to emails with AI-generated drafts tailored to your tone, saving time while maintaining professionalism.

• Actionable Insights: Every email action item is tracked and automatically linked to a to-do list, ensuring nothing slips through the cracks.

• Intelligent Tagging: Automatically organises emails into smart folders, so you can easily find and mark messages as read when needed. 

Try NewMail AI today and take the first step toward an organised, more productive email experience.

Conclusion

Managing unread emails in Outlook can be a simple yet effective way to reduce inbox clutter and improve productivity. Marking emails as read, whether on the desktop version or the mobile app, is a crucial step in staying organised and prioritising the most important tasks in your inbox.

While the native features in Outlook provide a basic solution, using additional tools like NewMail AI can make email management even more efficient, offering intelligent prioritisation and automation for a smoother experience. Make your email management smarter, not harder. Start for free today to simplify your inbox and take your productivity to the next level.