How To Recover Deleted Emails In Outlook : Restoring From Deleted Items Folder

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Mistakenly deleting an email in Outlook doesn’t mean it’s permanently erased from your server. Understanding how to recover deleted emails in outlook can save you from losing important messages, attachments, or conversations. This guide walks you through every method, from the simplest recovery steps to advanced techniques for permanent deletions.

Deleted emails in Outlook usually go to the Deleted Items folder first. From there, they move to the Recoverable Items folder after a set period. You have multiple options to get them back, depending on how long ago you deleted them and which Outlook version you use.

How To Recover Deleted Emails In Outlook

Before you panic, check the most common recovery spots. Outlook stores deleted emails in a temporary holding area before permanent removal. The steps below cover Outlook for Microsoft 365, Outlook 2021, 2019, 2016, and Outlook on the web.

Method 1: Recover From The Deleted Items Folder

This is the fastest and easiest method. When you delete an email, it lands in the Deleted Items folder. It stays there until you manually empty it or until Outlook’s auto-cleanup runs.

  1. Open Outlook and go to the left navigation pane.
  2. Click on the “Deleted Items” folder.
  3. Browse through the list or use the search bar at the top.
  4. Right-click the email you want to recover.
  5. Select “Move” and then “Other Folder.”
  6. Choose your Inbox or any other folder, then click “OK.”

That’s it. The email returns to your chosen folder. If you don’t see the Deleted Items folder, click the arrow next to your mailbox name to expand the folder list.

Method 2: Use The Recover Deleted Items Tool

If you emptied the Deleted Items folder or the email disappeared after a set time, you need the Recover Deleted Items tool. This tool accesses the Recoverable Items folder, which holds deleted items for up to 30 days in most cases.

  1. Go to the “Deleted Items” folder.
  2. Click on the “Home” tab at the top.
  3. Look for the “Recover Deleted Items from Server” button in the “Delete” group. It looks like a small envelope with a curved arrow.
  4. A new window opens showing recoverable items.
  5. Select the emails you want to restore. You can hold Ctrl to pick multiple.
  6. Click “Recover Selected Items” and then “OK.”

The emails move back to your Deleted Items folder. From there, you can move them to your Inbox or another folder. This tool works for Outlook for Microsoft 365, Exchange accounts, and Outlook.com.

Method 3: Recover Emails From The Outlook Web App

If you use Outlook on the web (formerly Outlook Web App), the recovery process is similar but with a slightly different interface. This method works for work, school, or personal accounts.

  1. Log in to your Outlook account in a web browser.
  2. Click on the “Deleted Items” folder in the left pane.
  3. At the top of the folder, click “Recover deleted messages.”
  4. A panel opens on the right side showing recoverable items.
  5. Check the boxes next to the emails you want.
  6. Click “Recover” at the top of the panel.

The emails return to your Deleted Items folder. You can then drag them to your Inbox or any other folder. This method is particularly useful if you deleted the email from your phone or another device.

Method 4: Recover Permanently Deleted Emails With IT Help

Sometimes emails get deleted beyond the Recoverable Items folder. This happens after the 30-day retention period or if your IT department set a shorter policy. In this case, you need admin assistance.

Contact your IT support or system administrator. They can use the Microsoft 365 Compliance Center or Exchange Admin Center to perform a eDiscovery search. This search can find emails that are completely purged from your mailbox but still exist in the server’s backups.

Provide the following information to your IT team:

  • The exact date range when you deleted the email.
  • The sender’s email address.
  • The subject line or keywords in the email.
  • Any folder where the email originally lived.

IT can run a search and restore the email directly to your mailbox. This process may take a few hours to a day, depending on your organization’s policies.

Method 5: Use The Outlook Mobile App

If you deleted an email on your phone, you can still recover it using the Outlook mobile app. The app syncs with your server, so the email is not lost just because you swiped it away.

  1. Open the Outlook app on your iPhone or Android device.
  2. Tap the folder icon at the bottom left (three lines).
  3. Scroll down and tap “Deleted Items.”
  4. Tap and hold the email you want to recover.
  5. Tap the “Move to folder” icon (a folder with an arrow).
  6. Select your Inbox or another folder.

For multiple emails, tap “Edit” in the top right, select the emails, then tap “Move.” The recovery is instant, and the email appears in your chosen folder on all your devices.

Method 6: Recover Emails From An Outlook Data File

If you use a POP3 or IMAP account and have an Outlook Data File (.pst or .ost), you can recover deleted emails from a backup file. This method requires that you have a recent backup of your Outlook data.

  1. Close Outlook completely.
  2. Go to the folder where your .pst file is stored. Common locations are:
    • C:\Users\[YourUsername]\AppData\Local\Microsoft\Outlook
    • C:\Users\[YourUsername]\Documents\Outlook Files
  3. Copy the .pst file from your backup location to a temporary folder.
  4. Open Outlook and go to “File” > “Open & Export” > “Open Outlook Data File.”
  5. Browse to the backup .pst file and click “Open.”
  6. The backup folder appears in the navigation pane. Expand it and go to “Deleted Items.”
  7. Drag the recovered emails to your current Inbox or another folder.

This method is useful if you have a regular backup routine. If you don’t have a backup, consider setting one up to avoid future data loss.

Method 7: Recover Emails Using The “Undo” Feature

Outlook has a quick undo feature that works immediately after you delete an email. This is not a recovery method for old deletions, but it’s perfect for catching mistakes in the moment.

Right after you delete an email, look at the bottom of the Outlook window. A small notification appears saying “1 item moved to Deleted Items.” Next to it, there is an “Undo” link. Click it immediately, and the email returns to its original folder.

This feature only works for a few seconds after deletion. If you miss the notification, use one of the other methods above.

Preventing Future Email Loss

Recovering deleted emails is easy when you act quickly. But you can also take steps to prevent accidental deletions from causing problems. Here are some practical tips:

Enable The “Empty Deleted Items” Warning

Outlook can warn you before permanently deleting items. This gives you a chance to double-check before losing emails.

  1. Go to “File” > “Options” > “Advanced.”
  2. Under “Outlook start and exit,” check the box that says “Empty Deleted Items folders when exiting Outlook.”
  3. Uncheck it if you want to keep deleted items longer.

You can also enable a warning when emptying the Deleted Items folder manually. Right-click the Deleted Items folder, select “Properties,” then go to the “AutoArchive” tab. Set it to archive instead of delete.

Use Email Retention Policies

If you have a Microsoft 365 work or school account, your IT department may set retention policies. These policies keep deleted emails for a specific period, even after you empty the Deleted Items folder. Ask your admin about the retention period for your mailbox.

For personal accounts, you can set up rules to automatically move important emails to a separate folder. This way, even if you delete them by mistake, they are still in the backup folder.

Backup Your Outlook Data Regularly

Create a backup of your Outlook data file every month. This ensures you have a copy of all your emails, including deleted ones, in case of a major error.

  • Go to “File” > “Open & Export” > “Import/Export.”
  • Select “Export to a file” and click “Next.”
  • Choose “Outlook Data File (.pst)” and click “Next.”
  • Select the folders you want to back up and choose a save location.
  • Set a password if needed, then click “Finish.”

Store the backup file on an external drive or cloud storage. Label it with the date so you know which backup to use.

Common Problems And Solutions

Sometimes recovery does not go as planned. Here are common issues and how to fix them.

Recover Deleted Items Button Is Grayed Out

This button is only available for Exchange, Microsoft 365, or Outlook.com accounts. If you use a POP3 or IMAP account, you won’t see this option. Instead, use the backup .pst file method or contact your email provider.

Emails Not Showing In Recoverable Items

If the Recover Deleted Items tool shows no emails, the retention period may have expired. Check with your IT admin for the exact retention policy. Some organizations keep emails for only 14 days, while others keep them for 30 days.

Deleted Items Folder Is Empty

If the folder is empty, it may have been automatically emptied by Outlook’s AutoArchive or by your IT policy. Try the Recover Deleted Items tool first. If that fails, contact IT for a server-side recovery.

Recovered Emails Are Missing Attachments

Sometimes attachments get stripped during recovery. This is rare but can happen if the attachment was too large or corrupted. Ask the sender to resend the attachment, or check your Sent Items folder if you forwarded the email.

Frequently Asked Questions

Can I Recover Deleted Emails In Outlook After 30 Days?

It depends on your account type and retention policy. For most Microsoft 365 accounts, emails are recoverable for up to 30 days after deletion. After that, they are permanently removed from the server. Contact your IT admin for possible recovery from backups.

How Do I Recover Deleted Emails In Outlook Without The Deleted Items Folder?

If the Deleted Items folder is missing, click the arrow next to your mailbox name to expand the folder list. If it still doesn’t appear, use the Recover Deleted Items tool from the Home tab. For permanent deletions, contact your IT support.

Why Are My Deleted Emails Not Showing In The Recoverable Items Folder?

This usually means the retention period has expired, or your account type does not support this feature. Check with your email provider or IT admin. For personal accounts, you may need to use a backup file.

Can I Recover Deleted Emails In Outlook On My Phone?

Yes, using the Outlook mobile app. Go to the Deleted Items folder, tap and hold the email, then select “Move to folder.” This works for both iPhone and Android devices.

Is It Possible To Recover Permanently Deleted Emails In Outlook?

Yes, but only if your organization has backups or eDiscovery tools. Contact your IT admin immediately. They can search server backups and restore the email if it still exists. For personal accounts, recovery is unlikely after the retention period.

Final Thoughts On Email Recovery

Recovering deleted emails in Outlook is straightforward when you know the right steps. Start with the Deleted Items folder, then try the Recover Deleted Items tool. For older deletions, contact your IT team or use a backup file. Always act quickly, because time is the biggest factor in successful recovery.

Set up preventive measures like retention policies and regular backups to avoid future stress. Outlook gives you multiple chances to get your emails back, but only if you take action before they are permanently erased. Bookmark this guide for the next time you accidentally delete an important message.