How to collapse emails in outlook

Last Updated: Feb 20, 2024 by

Outlook is a powerful email management tool that allows users to organize and manage their emails efficiently. However, with the constant influx of emails, it can become overwhelming to navigate through your inbox. This is where the feature to collapse emails in Outlook comes in handy. In this article, we will discuss how to collapse emails in Outlook and some tips to make your email management even more efficient.

What is collapsing emails in Outlook?

Collapsing emails in Outlook is a feature that allows you to hide or minimize emails in your inbox. This helps to declutter your inbox and makes it easier to focus on important emails. Collapsing emails is especially useful for users who receive a large number of emails on a daily basis.

How to collapse emails in Outlook?

Collapsing emails in Outlook is a simple process. Follow these steps to collapse emails in your inbox:

  1. Open Outlook and go to your inbox.
  2. Right-click on the email you want to collapse.
  3. Select “Collapse” from the drop-down menu.
  4. The email will now be minimized and can be expanded by clicking on it.

You can also collapse multiple emails at once by selecting them and then right-clicking and selecting “Collapse”. To expand a collapsed email, simply click on it.

Tips for efficient email management in Outlook

Use folders and subfolders

Folders and subfolders are a great way to organize your emails in Outlook. You can create folders for different categories such as work, personal, or specific projects. This will help you to easily find and access emails when needed.

Utilize the search function

Outlook has a powerful search function that allows you to quickly find specific emails. You can search by sender, subject, or keywords in the email body. This can save you time and effort when looking for a specific email.

Set up rules

Outlook allows you to set up rules that automatically organize your emails into specific folders. For example, you can create a rule to automatically move emails from a certain sender to a designated folder. This can help to keep your inbox organized and clutter-free.

Use keyboard shortcuts

Keyboard shortcuts can save you time and make your email management more efficient. Some useful shortcuts in Outlook include “Ctrl + N” to create a new email, “Ctrl + R” to reply to an email, and “Ctrl + Shift + M” to create a new meeting request.


Collapsing emails in Outlook is a useful feature that can help to declutter your inbox and make your email management more efficient. By following these tips and utilizing the various features of Outlook, you can stay on top of your emails and improve your productivity. Do you have any other tips for managing emails in Outlook? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.