How to Recover Deleted Emails in Outlook: 2025 Guide

Accidentally deleted an important email? Don’t panic. Whether you hit delete by mistake, emptied your trash folder too quickly, or lost emails during a system crash, learning how to recover deleted emails in Outlook is easier than you think. This comprehensive guide will walk you through every recovery method available, from simple restoration to advanced administrative techniques.

1. Introduction

1.1 Why Deleted Mail Isn’t Always Lost

In Outlook, “Delete” an email doesn’t always mean it’s “gone forever”. Microsoft has built multiple layers of protection into Outlook’s email system, creating hidden safety nets that most users don’t even know exist.

So when you delete an email, it typically moves through several stages before being permanently destroyed. The key is knowing where to look and which recovery method to use for your specific situation.

1.2 What This Guide Covers

This guide covers how to recover deleted emails on different platforms and scenarios:

Platforms and Versions:

Desktop applications for Windows and Mac
Outlook 365 web interface
Outlook.com webmail
Mobile apps for Android and iOS

Account Types:

Exchange Server accounts
POP/IMAP email accounts

Recovery Methods:

User-level recovery techniques anyone can perform
Advanced administrative methods for IT professionals
Professional recovery tools for complex situations

By the end, you’ll know exactly how to recover deleted Outlook emails in any situation you might encounter.

2. How Outlook Deletes Emails

2.1 Soft vs. Hard Delete

In Outlook, there are two kinds of deletion operations, i.e., soft deletion and hard deletion. Understanding the difference between these two kinds of deletions is crucial for successful email recovery:

Soft Delete (Regular Deletion):

Uses the Delete key or delete button
Moves email to the “Deleted Items” folder
Emails remain easily accessible
Gentlest form of deletion
Can be restored until folder is manually emptied or automatically purged

Hard Delete (Permanent Deletion):

Uses Shift+Delete combination or permanently deletes items from the “Deleted Items” folder
Triggered by automatic cleanup processes
Emails moved to hidden “Recoverable Items” folder
Not visible in standard folders
Requires special recovery tools to access

Key Differences:

Visibility: Soft-deleted emails are obvious and visible; hard-deleted emails are hidden
Accessibility: Soft-deleted emails are easy to restore; hard-deleted emails need recovery tools
Recovery complexity: Soft deletions need simple moves; hard deletions require advanced methods

Understanding this distinction helps you choose the right approach to undelete Outlook emails that have been moved to different storage locations.

2.2 Journey of a deleted email

When you delete an email, it embarks on a specific journey through Outlook’s protection systems. Understanding this journey helps you choose the right recovery method based on where your emails currently reside:

The process to recover deleted items in Outlook becomes more complex as emails move further through this deletion pipeline. We will introduce the recovery methods for each stage in the following sections.

3. Quick Fix: Recover from “Deleted Items” Folder

3.1 For Outlook Desktop (Windows/Mac) & Outlook on the Web (OWA)

Most email recovery situations start with checking your “Deleted Items” folder. This straightforward approach answers the common question “how do i restore deleted emails in Outlook” for the majority of accidental deletions:

For Outlook desktop (Windows/Mac), open Microsoft Outlook on your computer. For Outlook on the Web (OWA), open your web browser and sign into your Outlook account.
Locate the folder panel on the left side of your screen
Click on the “Deleted Items” folder to view all recently deleted emails
Select the emails or folders you want to restore
Drag the emails or folders directly to your desired folder in the folder panel

3.2 For Outlook Mobile App (Android/iOS)

Mobile apps provide unique recovery opportunities through immediate undo functionality, making email recovery operations quick and convenient.

Method 1: Immediate Undo (Best Option)

If you delete an email on your mobile device by mistake, you can undo it immediately:

Look for the Undo notification at the bottom of the screen (appears briefly)
Tap the Undo notification immediately to reverse the deletion
Email will be restored to its original location instantly

Note: Immediate undo window is very brief (usually 3-5 seconds)

Method 2: Recover from “Deleted Items” Folder: Similar to the steps for Outlook Desktop (Windows/Mac) & Outlook on the Web (OWA).

4. Advanced: Recover from “Recoverable Items” folder

After you hard delete an email or empty the “Deleted Items” folder, the email goes to the hidden “Recoverable Items” folder, which primarily utilizes the Exchange dumpster technology on the server side. It contains three subfolders:

Subfolder name	Description	Who can Recover Emails in it	Recovery method
Deletions	The content a user sees in his own “Recover Deleted Items” list	User	Desktop or OWA “Recover Deleted Items” tool
Purges	The content a user has already removed from his own “Recover Deleted Items” list or that was aged out by a retention tag	Admin	Exchange Admin Center “Recover Deleted Items” tool
Versions	The change-tracking copies created by Single Item Recovery	Admin	Exchange Admin Center eDiscovery tool PowerShell command or script

Below, we will introduce these methods one by one on how to recover deleted emails in Outlook.

5. Advanced (User): Using “Recover Deleted Items” Tool

5.1 For Outlook Desktop (Windows/Mac)

When emails have been permanently deleted or purged from your “Deleted Items”</strong> folder, you’ll need Outlook’s advanced recovery feature to recover these emails Outlook stores in background systems:

Open Microsoft Outlook
Click the Folder tab in the ribbon menu
Look for Recover Deleted Items in the Clean Up group
Click Recover Deleted Items to open the recovery tool
The recovery tool opens showing permanently deleted but recoverable emails:
Select emails you want to recover.
Click Restore Selected Items checkbox
Click OK to confirm the recovery operation

5.2 For Outlook on the Web (OWA)

The web-based recovery tool often provides a more intuitive experience for users who need to recover permanently deleted emails that Outlook 365 stores in cloud systems:

Open your web browser and sign into your Outlook account
Navigate to your Deleted Items folder using the left folder panel
Look for Recover items deleted from this folder link at the top of the email list
Click this link to open the recovery interface
Review the list of all recoverable emails
Use the search functionality to locate specific emails if needed.
Check the boxes next to emails you want to recover. Or check “Recoverable Items” to select all recoverable emails.
Click Restore button to restore the selected emails.

5.3 Limitations & Retention Period

Understanding recovery limitations is crucial for setting realistic expectations when you need to use the “Recover Deleted Items” tool to recover deleted Outlook emails successfully.

Recoverable Content Limitation:

A normal user can only see and recover items under the “Recoverable Items\Deletions” subfolder. If you want to recover more, contact your administrator to recover them with advanced methods.

Account Type Limitations:

POP Accounts:

Emails stored locally on your computer
Recovery depends entirely on local PST file integrity
No server-side recovery options available
Limited to file-based recovery methods

IMAP Accounts:

Server-side recovery options depend on email provider
Some providers offer limited recovery capabilities
Retention periods vary by provider
May have shorter retention than Exchange accounts

Exchange-Based Accounts:

Full server-side recovery capabilities
Comprehensive retention policies
Administrative recovery options available
Better integration with advanced recovery tools

Retention Period by Account Type:

Microsoft 365 Users:

Standard retention: 30 days for permanently deleted items
Configurable by administrators: Can be extended or shortened
Compliance holds: May preserve emails indefinitely
Automatic purging: After retention period expires

Outlook.com Users:

Standard retention: 30 days for permanently deleted items
Fixed retention period: Cannot be modified by users
Automatic cleanup: Emails purged after retention expires
No administrative override: Limited to standard retention

On-Premises Exchange Servers:

Variable retention: Configured by IT administrators
Typical range: 14-90 days depending on organization
Extended retention: Some organizations use longer periods
Compliance requirements: May extend retention for legal reasons

Important Retention Facts:

Retention clock starts: From moment of permanent deletion (not original deletion)
Deleted Items timing: Emails can sit in Deleted Items for weeks before retention starts
Full retention period: Available even if emails were in Deleted Items for extended time
No recovery after expiration: Standard methods won’t work beyond retention period
Backup dependency: Recovery after retention requires backup systems

5.4 “Recover Deleted Items” Option Doesn’t Appear Or Disabled

Account Type Issues:

Personal Outlook.com accounts: May have limited recovery options
Business vs. personal accounts: Different feature availability
POP/IMAP limitations: You can force the tool to appear or be enabled by adding HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Exchange\Client\Options\DumpsterAlwaysOn = 1, but it only scans your local PST and will show items only if the PST hasn’t compacted them away.
Solution: Check with email provider about recovery capabilities

Version Compatibility Problems:

Outlook desktop versions earlier than Outlook 98: Don’t support the “Recover Deleted Items” feature.
Solution: Update Outlook to latest version
Alternative: Use web-based recovery interface

Permission Restrictions:

Corporate environments: IT may restrict recovery features
Group policies: Administrative controls may limit access
Solution: Contact IT administrator for assistance
Workaround: Request administrative recovery support

6. Advanced Recovery (Admin)

6.1 Exchange Admin Center Recovery

IT administrators have powerful additional options to recover permanently deleted emails that Exchange manages through enterprise-level administrative interfaces.

6.1.1 Use the “Recover Deleted Items” feature

Visit the Exchange admin center
Select Recipients from the left navigation panel
Click Mailboxes to view all user accounts
Select the target user’s mailbox from the list
Click “…” and select “Recover deleted items”
Filter and find the emails you want to undelete, then select them.
Click the “Recover deleted items” button.
The emails will be recovered to their original folder.

Note: The “Recover deleted items” tool in Exchange Admin Center can only recover items in the “Deletions” and “Purges” subfolders under “Recoverable Items”. If you want to recover more, use the eDiscovery tool below.

6.1.2 eDiscovery Tool (Compliance & Larger Recoveries)

Exchange’s eDiscovery tools provide comprehensive capabilities to recover permanently deleted emails that Exchange systems maintain for legal and compliance requirements.

Get the right permissions first. See a step-by-step guide on Microsoft official site.
Visit the Exchange admin center
Select Compliance management > In-place eDiscovery & hold
Click + to start a new search.
Define the search to find the deleted emails.
Restore the emails by the following three methods:
- Copy to a Discovery mailbox (fastest, UI-only)
- Export to PST (for very large or audited restores)
- PowerShell command, below is a sample:
```
Get-RecoverableItems -Identity user@contoso.com -FilterStartTime "2025-05-01" `
-SourceFolder Purges | Restore-RecoverableItems
```

Note:

The eDiscovery tool in Exchange Admin Center can only recover items in the “Deletions”, “Purges”, and “Versions” subfolders under “Recoverable Items”. If you want to recover more, use the professional tools below.
More detailed information can be found on Microsoft official document.

6.2 PowerShell Recovery

Technical administrators can leverage PowerShell commands for automated and bulk recovery operations to recover deleted emails in Outlook with precision and efficiency.

Prerequisites for PowerShell Recovery:

Install Exchange Online PowerShell module
Verify administrator credentials and permissions
Confirm PowerShell execution policy allows script execution
Establish connection to Exchange Online or on-premises Exchange

Steps to Connect to Exchange Online:

Open PowerShell as administrator
Install Exchange Online module: Install-Module -Name ExchangeOnlineManagement
Import the module: Import-Module ExchangeOnlineManagement
Connect to Exchange Online: Connect-ExchangeOnline
Authenticate using administrator credentials
Verify connection: Get-Mailbox -ResultSize 1

Email Recovery Commands:

Search for deleted items:

Search-Mailbox -Identity "user@domain.com" -SearchDumpster -DeletedItemsOnly

Recover specific emails by subject:

Search-Mailbox -Identity "user@domain.com" -SearchQuery "Subject:'Important Email'" -TargetMailbox "user@domain.com" -TargetFolder "Recovered Items" -LogLevel Full

Recover emails from date range:

Search-Mailbox -Identity "user@domain.com" -SearchQuery "Received:01/01/2024..01/31/2024" -DeletedItemsOnly -TargetMailbox "user@domain.com" -TargetFolder "Recovered Items"

7. Professional Tools

Professional tools have the capabilities of recovering deleted emails from local PST or OST files. If all the methods above fail, you can try these tools.

7.1 ScanPST (Inbox Repair Tool)

Microsoft’s built-in ScanPST tool provides basic PST file repair capabilities. It is not designed to recover deleted emails. However, when Outlook “deletes” a message, it usually just drops the pointer from those indexes—the raw message blocks stay in the file until the PST is compacted. During a repair process, ScanPST recreates the indexes and sweeps any orphaned or inconsistent blocks into a special “Lost & Found” folder; that process can make recently deleted (but not yet overwritten) mail visible again, making undeleting emails possible.

Learn how to use ScanPST in our comprehensive guide.

7.2 DataNumen Outlook Repair

For situations where built-in tools aren’t sufficient, professional recovery software like DataNumen Outlook Repair provides specialized capabilities to recover deleted emails and folders from both PST and OST files in Outlook:

Download DataNumen Outlook Repair from its official website.
Install DataNumen Outlook Repair.
Start DataNumen Outlook Repair.
Go to “Options” > “Advanced Options” tab.
Make sure both “Recover deleted folders” and “Recover deleted messages” options are enabled:
Go back to “Repair” tab
Select the source PST file where you want to recover deleted items.
Set the output PST file name.
Click the “Start Repair” button

After the repair process, open the fixed PST file and find the wanted items in the following locations:

The original folders where these items are deleted.
The “Deleted Items” folder.
The “Recovered_Groupxxx” folders. The deleted items may be treated as lost & found items, which are recovered and put in folders called “Recovered_Groupxxx” in the fixed PST file.

You can also use the search function to look for these items based on their subject, date, sender, etc.

Note: You may notice duplicate undeleted items in the “Recovered_Groupxxx” folders. Please just ignore them. Because when Outlook deletes an item, it will make some duplicate copies implicitly. DataNumen Outlook Repair can recover these implicit copies and treat them as lost & found items, which are recovered and put in folders called “Recovered_Groupxxx” in the fixed PST file.

Sample File:

Sample PST file where an email with the subject “Welcome to Microsoft Office Outlook 2003” is deleted permanently.	The file recovered by DataNumen Outlook Repair, in which the deleted email is restored to its original location “Inbox” folder
Outlook_del.pst	Outlook_del_fixed.pst

8. Prevention Best Practices

Preventing accidental deletions is more effective than recovering from them. Below are some best practices.

8.1 Enable “Confirm Before Deletion”

In Outlook, click File > Options
Click Advanced in the Options dialog, then scroll to the Other section
Enable “Prompt for confirmation before permanently deleting items” option
Click OK to save the setting

This simple setting change for email recovery prevention in Outlook can eliminate the majority of accidental deletion scenarios that lead to recovery emergencies.

Note: There is no option to set confirmation for soft deletion (regular deletion) since that is not a dangerous operation.

8.2 Do NOT Auto Empty “Deleted Items” Folder

The auto-empty “Deleted Items” folder option is a destructive and dangerous operation, so it is better to always disable it unless you have a solid reason to enable it:

In Outlook, click File > Options
Click Advanced in the Options dialog, then scroll to the Outlook start and exit section
Disable “Emtpy Deleted Items folders when exiting Outlook” option
Click OK to save the setting

8.3 Use AutoArchive Safely

When enabling AutoArchive, always archiving instead of permanently deleting items:

In Outlook, click File > Options
Click Advanced in the Options dialog, then scroll to the AutoArchive section
Click “AutoArchive Settings” button.
Disable “Delete expired items (email folders only)”.
Select “Move old items to:” (Archive) instead of “Permanently delete old items” (Delete).
Cick “Apply these settings to all folders now” button.
Click OK to save the setting

8.4 Regular Backups

Implementing regular backups provides the ultimate safety net for email data and reduces reliance on mail recovery methods in Outlook.

Manually Backup via Export:

Open Microsoft Outlook
Click File > Open & Export > Import/Export
Select Export to a file
Choose Outlook Data File (.pst)
Select folders to export (or choose the entire mailbox)
Set a filter for the emails to be exported.
Choose a destination location with a descriptive filename
Click Finish to start the export.

Note: Outlook cannot automate the export process. What you can do is set a weekly or monthly reminder in Outlook so that you can get notifications regularly and initiate the export process manually.

8.5 Adjust Retention Policies (Admin)

Administrators should carefully balance storage costs with recovery requirements when configuring retention policies that affect how to recover permanently deleted emails that Exchange maintains:

Sign into Exchange Admin Center
Navigate to Security & Compliance center
Select Data lifecycle management or Information governance
Click Retention policies
Review existing policies or create new ones

8.6 Litigation Hold Implementation (Admin):

Sign into Exchange Admin Center
Access the target user’s mailbox settings
Navigate to Compliance or Legal hold section
Click Enable litigation hold
Set hold duration (can be indefinite)
Add justification comments for the hold
Click Save to activate the hold
Verify hold status in mailbox properties
All email content is now preserved indefinitely

9. Conclusion

9.1 Summary of Recovery Methods

Successfully learning how to recover deleted emails in Outlook requires understanding the full spectrum of available recovery methods and their appropriate applications.

Recovery Method Hierarchy:

Basic Restoration: Deleted Items folder recovery
Advanced User Tools: Recover Deleted Items feature
Administrative Tools: Exchange Admin Center, eDiscovery, PowerShell
Professional Software: ScanPST, DataNumen Outlook Repair

9.2 Prevent Future Email Loss

The most effective email recovery strategy is preventing loss in the first place through comprehensive preventive measures and user education:

Deletion confirmations: Enable the deletion confirmation setting
Disable Auto-Empty: Disable auto-emptying of the Deleted Items folder
AutoArchive settings: Safe archiving instead of deletion
Regular backups: Regularly export emails to PST files
Retention policies: Appropriate retention periods for recovery needs
Litigation Hold: Enable litigation hold to preserve emails forever

10. Frequently Asked Questions

Q: How long do I have to recover permanently deleted emails?
A: Typically 14-30 days for Exchange and Microsoft 365 accounts, but this varies by organization and account type. POP/IMAP accounts may have different limitations based on your email provider’s policies.

Q: Can I recover emails deleted more than 30 days ago?
A: Standard user recovery methods won’t work beyond the retention period, but administrators may have backup systems or compliance archives that extend further. Professional recovery tools might help with locally stored PST files.

Q: Why don’t I see the “Recover Deleted Items” option?
A: This feature isn’t available for all account types. Personal Outlook.com accounts and some POP/IMAP configurations may not support advanced recovery. Check with your IT administrator or email provider for account-specific capabilities.

Q: Will recovered emails maintain their original timestamps?
A: Yes, recovered emails preserve all original metadata, including sent/received dates, attachments, and formatting. The recovery process doesn’t alter the email content or properties.

Q: What’s the difference between DataNumen Outlook Repair and built-in recovery tools?
A: Built-in tools work with healthy PST files and server-based recovery systems. DataNumen Outlook Repair handles corrupted files, severe damage scenarios, and situations where PST files won’t open in Outlook. It’s designed for complex recovery situations that exceed standard tool capabilities. It also integrates a dedicated function to recover deleted emails in Outlook.

Q: How can I recover deleted folders and their contents?
A: Deleted folders appear in your Deleted Items folder just like individual emails. Use the same recovery methods, but understand that restoring a folder recovers all emails and subfolders within it. For permanently deleted folders, use the Recover Deleted Items feature to restore deleted folder structures completely. If both methods fail, try professional tools.

Q: What’s the difference between POP, IMAP, and Exchange accounts for deleted email recovery?
A: POP accounts store emails locally, so recovery depends on your computer’s PST file integrity with no server-side options. IMAP accounts offer limited server-side recovery depending on your email provider. Exchange accounts provide the most comprehensive recovery options, including administrative tools, extended retention periods, and advanced recovery features.

Q: Can I recover deleted emails on my mobile phone?
A: Yes, but with limitations. Mobile apps offer immediate “Undo” functionality (act within 3-5 seconds) and basic recovery from the Deleted Items folder. For complex recovery operations or permanently deleted emails, switch to the desktop application or web interface for better tools and success rates.

Q: How do I know if my emails were automatically archived instead of deleted?
A: Check for AutoArchive files in your Outlook Files folder (usually in Documents). Look for files named “Archive.pst” with recent dates. You can open these files in Outlook using File > Open & Export > Open Outlook Data File to search for your missing emails.

Q: Does recovering emails affect my current mailbox or create duplicates?
A: Recovery methods typically restore emails to their original locations or the Deleted Items folder without affecting existing emails. However, if you import from backups or PST files, you may create duplicates. Choose “Do not import duplicates” during the import process to avoid this issue.

Q: Can I recover emails if I don’t remember the exact date they were deleted?
A: Yes. Use Outlook’s search functionality within the Deleted Items folder or recovery tools. Search by sender name, subject keywords, or approximate date ranges. The recovery interface also shows deletion dates to help you identify the right timeframe.

Q: Can I recover emails that were deleted by someone else with access to my account?
A: Yes, if the deletion occurred within the retention period (typically 14-30 days). The same recovery methods apply regardless of who deleted the emails. In enterprise environments, administrators can help with recovery and may have audit logs showing deletion activities.

Q: What happens to email attachments during recovery?
A: Properly executed recovery operations preserve all attachments in their original format and size. However, corrupted PST files or failed recovery attempts might result in missing or damaged attachments. Always verify attachment accessibility after recovery completion.

Q: Can I recover emails if my Outlook is connected to Gmail or other non-Microsoft email providers?
A: Recovery options depend on your email provider’s policies and retention settings. Gmail, Yahoo, and other providers typically have their own recovery methods through their web interfaces. For locally stored emails in Outlook, you can still use PST file recovery methods.

Q: How do I prevent this from happening again without affecting my email workflow?
A: Enable deletion confirmations in Outlook Options, perform regular PST backups, configure AutoArchive safely (archive instead of delete), and train yourself to use folders for organization rather than deletion. These steps maintain productivity while providing safety nets.

How to Recover Deleted Emails in Outlook: Complete Guide (2025)