How to find and recover deleted emails in Outlook

This guide provides a comprehensive walkthrough for recovering deleted Outlook emails and folders. Accidental email deletion is a common frustration, but Outlook offers several recovery methods.

- Recovering Deleted Outlook Emails

• Restoring Deleted Folders
• Retrieving Permanently Deleted Emails
• Troubleshooting Missing Emails
• Tips for Email Recovery

Recovering Deleted Emails in Outlook

The classic desktop version of Outlook (Windows) offers two primary recovery methods:

1. Retrieving from the Deleted Items Folder:

The simplest approach involves checking the Deleted Items folder (or Trash for some accounts).

1. Locate the Deleted Items folder.
2. Find the desired email.
3. Right-click and select Move > Inbox (or any other folder). Alternatively, drag and drop the email.
4. For multiple emails, hold Ctrl while selecting, then right-click and choose Move.

2. Restoring Permanently Deleted Emails from the Recoverable Items Folder:

If the email isn't in Deleted Items, it might reside in the Recoverable Items folder (holding permanently deleted items for 14-30 days, depending on settings).

1. Open the Deleted Items folder.
2. Click Recover items recently removed from this folder (or the Recover Deleted Items from Server button in the Home tab).
3. Select the emails and click Restore Selected Items and OK.

Restored emails go back to Deleted Items. Remember: Recoverable Items also contains contacts, meetings, etc., all shown as envelope icons.

Recovering Deleted Emails in New Outlook and Outlook on the Web

The new Outlook app and web versions simplify the process:

1. Retrieving from Deleted Items:

1. Open the Deleted Items folder.
2. Select the email(s).
3. Click Restore (or right-click and choose Restore). This usually returns emails to their original folders.
4. To move to a different folder, drag and drop or use the Move option.

2. Recovering Permanently Deleted Emails:

1. Open Deleted Items.
2. Click Recover items deleted from this folder.
3. Select emails and click Restore. To restore all, check the Deletions box.

New Outlook and Outlook on the web aim to restore emails to their original folders; otherwise, they go to the Inbox. Note that deleted items retention varies (30 days in Deleted Items, 14-30 days in Recoverable Items, 10-30 days for junk).

Recovering Deleted Folders in Outlook

If a folder is deleted, check the Deleted Items folder. If found:

1. Drag the folder back to its original location or another folder.
2. Or, right-click, select Move, and choose a destination.

Permanently deleted folders are unrecoverable, though their contents might be in Recoverable Items.

Permanently Deleted Emails: Retrieval and Limitations

"Permanently deleted" means bypassing Deleted Items and going straight to Recoverable Items (e.g., using Shift Delete, emptying Deleted Items). Recovery is possible within the retention period. However, once past that period, or if Recoverable Items is emptied or purged, the email is lost. Microsoft 365/Exchange admins may have advanced recovery options.

Troubleshooting Missing Emails

If you can't find deleted emails, consider:

• Permanent deletion.
• Accidental movement to another folder (Junk, Archive, etc.).
• Expired retention period.
• Synchronization delays.

Useful Tips for Email Recovery

• Use Outlook's search with filters.
• Regularly back up your Outlook data.
• Check all folders thoroughly.
• Understand the differences between Trash and Deleted Items.
• Know where recovered emails are placed (varies by Outlook version).
• Contact your administrator if necessary.

This detailed guide should help you recover deleted Outlook emails and folders effectively.

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