Accidentally Deleted an Email in Outlook? Here’s How to Recover It
Learning how to recover deleted messages in Outlook can save time and prevent unnecessary stress when an important deleted email seems to disappear. Whether you accidentally delete a message from your inbox, remove the wrong item from a folder, or empty a folder too quickly, Outlook provides multiple ways to recover deleted content from your Outlook mailbox.
In most cases, when you delete an email message, it is usually moved to the deleted items and stored in the Deleted Items folder. Even if the email has been deleted from the Deleted Items folder, you may still be able to recover it from the server. This guide explains how to recover deleted emails in Outlook, where to look first, and what to do if emails appear to be permanently deleted from your mailbox.
2 Methods to Restore Items from Your Deleted Items or Junk Email Folders in Outlook
Method 1: Recover Emails from the Deleted Items Folder
This is the first place to look when you deleted an email in Outlook. Most messages are not removed immediately and are usually moved to the deleted items before being permanently removed.
For Windows Users
- Open Outlook and select the Deleted Items folder. This is where items are moved when you delete an item.
- Use the search bar to find a specific item. You can also use a column header to sort items, for example sort by the From column or sort by the Subject column, then sort items by that column.
- If you cannot immediately identify the message, look for blank entries, look for your name, or look for the name of the sender. This helps locate a specific item in the recover list.
- Click the item in the Deleted Items folder you want to restore. To select multiple items, use Control or try holding down the Shift key to also recover multiple adjacent items. This is useful when restoring multiple items.
- Right click and choose Move. Select a destination folder such as your inbox, or choose to move it to another folder. This action will restore selected items and return them back to your inbox.
Instructions for Mac Users
- Open Outlook on your Mac and select the Deleted Items folder.
- Use the search bar to find it in your deleted items, or scroll through the list manually.
- Select the email you want to restore. You can also select multiple items if you need to recover more than one message.
- Right click or Control click the email and select Move, then choose the appropriate folder.
Method 2: Using Outlook’s Recover Deleted Items Feature
If an email was deleted from the Deleted Items folder or appears missing, Outlook may still allow you to recover deleted items stored on the server. These items are kept in the recoverable items folder, which is a hidden folder within your Outlook mailbox.
This method is especially useful if emails were permanently deleted using Shift Delete but retention limits have not yet expired.
For Windows Users
- Open Outlook for Windows and select the Deleted Items folder.
- Click Recover Deleted Items. This opens the Recover Deleted Items window.
- Review the list carefully. The deleted on date specifies when items were removed, and the date specifies when items were removed helps identify which items were permanently deleted.
- Select the message you want to restore. You can also recover multiple items if required.
- Click Restore. Outlook will recover items in the recoverable location and return them to the Deleted Items folder, where you can then move them to your inbox or another folder.
This feature allows you to recover emails that would otherwise appear lost.
For Mac Users
- Open Outlook and select the Deleted Items folder.
- From the Tools menu, choose Recover Deleted Items. This lets you recover items from the recoverable storage area.
- Select the item in the recover deleted list you want to restore.
- Click Recover. The message will be restored to the Deleted Items folder.
If the email no longer appears here, it may be permanently deleted from your mailbox and cannot be restored without backups.
4 Additional Tips for All Users: Preventing Accidental Deletion
1. Create Regular Backups
Think of backing up your Outlook data as an insurance policy for your emails. If you accidentally delete something or encounter a software issue, having a backup means your important emails are protected. While you can use Outlook’s export feature to create a backup file on your computer or an external drive, it’s essential to do this regularly—weekly or monthly is ideal. However, manual backups can be time-consuming and easy to forget. That’s why Insight IT offers automated backup solutions for Office 365 to ensure your data is always secure and recoverable, no matter what happens. Reach out to us to learn how we can help safeguard your business emails.
2. Use the Archive Feature
Keeping your Inbox tidy reduces the chance of accidentally deleting important emails. Outlook’s Archive feature helps by moving older, non-essential emails into a separate folder. Archived emails are still searchable, so you can easily find them if needed. Regularly archiving keeps your Inbox organised and can even improve Outlook’s performance.
3. Enable Confirmation Before Emptying Deleted Items
To avoid mistakenly wiping out emails, enable the setting that prompts for confirmation before emptying the Deleted Items folder. This extra step acts as a safety net, giving you a chance to catch anything you didn’t mean to delete. It’s a simple way to prevent permanent data loss, especially if you tend to work quickly.
4. Be Mindful of Keyboard Shortcuts
Keyboard shortcuts are great for efficiency but can lead to mistakes if used carelessly. Pressing Delete sends an email to the Deleted Items folder, but Shift + Delete (or Command + Delete on a Mac) erases it permanently. Slow down when using shortcuts, or consider adjusting your settings to prevent accidental permanent deletions.
By following these steps, you can recover accidentally deleted emails and keep your inbox tidy. And remember, if you ever need assistance with managing your Outlook or have questions about email recovery, Insight IT is here to help. Our team is always ready to support you in keeping your systems running smoothly and securely.
Need Help Recovering Emails or Managing Outlook? We’ve Got You Covered
If you still want to recover messages and cannot locate them, the next place to look is the recoverable items folder. If you can’t find an item, the email may have probably been permanently removed, or retention limits may have expired. At that point, the email is mailbox data and can’t be recovered without backups.
Insight IT regularly helps businesses recover deleted emails from Outlook, recover messages from the folder, and manage their Outlook mailbox. If you need to recover important data or want professional guidance, our team can help ensure your email systems are secure and recoverable.
FAQs
How long do deleted emails stay recoverable in Outlook?
When an email is deleted, it is usually moved to the deleted items and stored in the Deleted Items folder. If the email is removed from there, it may still exist as an item in the recoverable items location. During this period, users are often able to recover their deleted emails using the Recover Deleted Items window. The retention period depends on your organisation’s policy.
Can permanently deleted emails be recovered?
Sometimes. If emails were permanently deleted but still exist on the server, you may be able to recover them. Once items are fully removed and retention expires, there is no guaranteed way to retrieve them without backups.
Will recovering deleted emails notify the sender or other recipients?
No. When you recover deleted emails, Outlook simply restores the message to a chosen folder. The sender and recipients are not notified.
Why can’t I see the Recover Deleted Items option?
This may occur if the email was stored locally, retention limits expired, or recovery is disabled by your administrator. The message may also be in the Deleted Items or Junk Email folders. According to Microsoft Support, only server stored emails can be recovered using this feature.
