What Does Sweep Do in Outlook? – How To Sweep Emails Using Rule?

Removing unwanted email messages from specific senders is easy in MS Outlook and all you have to do is set up a couple of rules.

We will tell you how to configure such a rule and when it’s most useful. In this article we will also provide an example of what can be done with this kind of rule in your e-mail inbox.

What does sweep do in Outlook?

Sweep is an automatic function in Outlook 365. It can be used to delete unwanted emails and can set a rule in such a way that it deletes emails from specific senders.

Related Article: How To Send Invitations from Outlook Calendar

Sweep can also be used to delete any messages of delivery failure. It does this automatically after each time the user connects with outlook 365 on the web.

Outlook Sweep Option

You can select a message and click the Sweep icon. From here you have four options to choose from:

  • Delete all messages from the Inbox folder.
  • Delete all messages from the Inbox folder and any future messages.
  • Always keep the latest message and delete the rest from the Inbox folder.
  • Always delete messages older than 10 days from the Inbox folder.

Where is Sweep in Outlook Toolbar?

Once you select an email from a specific folder, the Repeat (delete) icon is available on the ribbon bar at the top of the screen. This option is only available in OWA (Outlook Web Application). Where-is-Sweep-in-Outlook-Toolbar 1

How Sweep Works? – Step by Step tutorial

The Sweep function in your email account includes rules that you can set for a certain label. You can make forwarding rules, archive coming emails or whatever you want to do with messages from that inbox.

The important thing to remember is doing so will not change the date of time they were created and sent out

  • Open Outlook web application, Login to your account (it is not mandatory to have a licensed account, you can use the free version too).
  • Select the email you like to perform the following actions, click sweep.

Sweep allows you to specify actions for emails from specific senders. If you want an email from, for instance, your cousin that was sent at 8am as soon as you checked your account in the morning – Sweep allows you to make that move automatically without needing to actually go through and find it yourself.

Outlook Sweep has four options, which you learned above. Now, explore more about how you can use it in your daily life. How-Sweep-Works 2

  • Outlook enables the user to move messages from Inbox folder (default) or move messages from selected sender. Simple click OK to shift all email messages into different folders. Move-all-messages-from-the-inbox-folder 3
  • Move all messages from the inbox folder and any future messages: This rule will do the same as the first option but in addition to will also delete/move email received from the same sender in the future also. Move-all-messages-from-the-inbox-folder-and-any-future-messages 4
  • Always keep the latest message from this sender in your inbox and delete or archive the rest: In this scenario, if you are engaging with a steady stream of email correspondence from the same person or people, you have email archives that remain readily available should they be needed. Without this tip though, these older messages would clutter up your inbox without much purpose other than to distract you. Always-keep-the-latest-message-and-delete-the-rest 5
  • It’s important to keep your Inbox under control so it doesn’t get too overwhelming. So if a message falls off of your radar and you realize that it is something you care about then go ahead and move it back over to the Inbox. If after 10 days it’s still not important enough for you to deal with then move the email somewhere else like the archives perhaps.

There are plenty of emails that, if you don’t deal with them within a week or so don’t get dealt with at all. Therefore, why not file them automatically? Always-delete-messages-older-than-10-days 6

Outlook Sweep Missing

I recently purchased Office 365. Although my primary email account is Gmail, I logged in to the Outlook web application and found there are some features that are not available, such as “SWEEP” because Gmail is an IMAP account. I created an outlook email address and the features worked properly.

Other email management tools include using various methods of creating rules for the messages in the inbox. For example, you may move certain messages to specific folders without ever having to open them.

Or you may create rules that automatically forward messages to coworkers or delete messages after a certain number of days.

Managing and sorting spam emails, like using the sweep tool to get rid of them is a game-changer.