How to recover and restore email?


This article explains the email recovery options available to UI students, staff and faculty.

Accidentally deleted an email and need to have it recovered? Thanks to Microsoft 365, your lost files may not be completely lost after all, if deleted less than 28 days prior. Microsoft 365 has robust email recovery options and this tutorial will walk you through the steps to take if you have accidentally deleted an email and need it recovered.


How File Deletion Works:

When using Outlook or Outlook for the Web (OWA), items are sent to the "Deleted Items" folder once the user deletes it. Items will reside in the Deleted Items folder for 30 days. Once the items are 30 days old they will be moved to "Recover Deleted Items".

After data has been in "Recover Deleted Items" for 30 days they will be permanently deleted and cannot be recovered.

A flow chart explaining how email deletion works.

Recover Deleted Items in Outlook:

Check your Deleted Items Folder:

First check your "Deleted Items" folder and search your mailbox. It is possible messages were moved to a subfolder incorrectly or by a mailbox rule.


If the item is NOT in your Deleted Items Folder:

Click Folder Recover Deleted Items.

Click on the message you wish to recover, and then click Recover Selected Items.

To select multiple items, Press Ctrl while clicking each item, and then click Recover Selected Items.

These recovered items will typically be restored to the "Deleted Items" folder.

 Note: Customers using Outlook for Mac will need to follow the Recover deleted items in Outlook for the Web section below.

If you don’t see Recover Deleted Items, you’re probably not using an Exchange account or you have no folder selected in that account.Screenshot highlighting "Recover Deleted Items" under the Folder tab.



Recover Deleted Items in Outlook Web App:

If the item is still in your Deleted Items Folder:

Select Deleted Items, which is in the email folder list.

Right-click the email you would like to restore, select Move and then specify a folder location.

This option works if the item is still in your Deleted Items Folder.
Screenshot with the right-click menu open with move, then the folder highlighted.


If the item is NOT in your Deleted Items Folder:

With Deleted Items, click the button at the top of the list labeled Recover deleted items.

A new window will pop up with recently deleted emails. Select which email you would like to recover, and then click Recover, at the top-left of the window. Alternatively you can right-click on a message and choose Recover. Whether it's an email or another item type, (Calendar, email, task), it should be moved to its default location.

Click Recover deleted items at the top of the list.
Screenshot showing the Recover deleted items button while in the deleted items folder.

Select which email you would like to recover, and then click Recover.
Screenshot of a list where you can choose deleted messages to recover or purge.





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Article ID: 112
Fri 12/8/17 3:23 PM
Tue 5/14/24 11:28 AM

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