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Recover Deleted Emails in Office 365: Step-by-Step

Updated · Standard formula, shown below

Accidentally deleting an important email in Outlook or Outlook on the web can be stressful, but Office 365 gives you several safety nets to get it back. This guide walks you through recovering messages from the Deleted Items folder, the Recoverable Items folder, and what to do when an admin has placed a legal hold. You’ll learn the exact clicks for both the desktop app and the web version, plus how to act fast when the 30-day window is ticking.

What You’ll Need

  • Access to your Office 365 mailbox (work or school account, or Microsoft 365 personal)
  • Your normal sign-in credentials (password, MFA if enabled)
  • If you’re an admin: access to the Microsoft 365 admin center or Exchange admin center
  • If you’re a regular user: no special permissions are required for the first two methods

Step-by-Step

Method 1: Recover from Deleted Items (Quickest)

  1. Open Outlook (desktop app) or go to Outlook on the web (outlook.office.com) and sign in.
  2. In the left navigation pane, click Deleted Items (or Trash in some versions).
  3. Locate the email you want. You can sort by Subject, Received, or use the search box at the top.
  4. Right-click the message and select Move > Inbox (or any folder you prefer). Alternatively, drag it to the desired folder.
  5. If you don’t see it, the item might have been permanently deleted or purged. Proceed to Method 2.

Method 2: Recover Deleted Items (30-Day Window)

This works for items that were deleted from Deleted Items (Shift+Delete, or emptied the folder).

  1. In Outlook on the web, go to your Deleted Items folder.
  2. Click the Recover items deleted from this folder link at the top of the folder (looks like a small circular arrow). In the desktop Outlook app, go to the Folder tab and click Recover Deleted Items.
  3. A new window opens showing items that are still recoverable (usually up to 30 days after deletion).
  4. Select the email(s) you need. You can use the search box to filter.
  5. Click Restore (or Recover). The message will be moved back to your Deleted Items folder.
  6. Then move it to your Inbox or another folder as in Method 1.

Method 3: Admin Recovery (After 30 Days or If Litigation Hold)

If the 30-day window has passed, or if the item was permanently purged, an administrator can recover it from the mailbox’s Recoverable Items folder (if the retention policy allows).

  1. As an admin, go to the Microsoft 365 admin center (admin.microsoft.com) and sign in.
  2. Go to Users > Active users and select the affected user.
  3. Click Mail tab, then Manage mail (or Exchange settings).
  4. In the Exchange admin center, select the user, then click Other > Recover deleted items.
  5. Use the search to find the message, select it, and click Recover.
  6. The item will be restored to the user’s Recoverable Items folder, and the user can then move it to Inbox.
  7. If the mailbox is on a legal hold, the admin can use eDiscovery (Content Search) to find and export the message, but it cannot be restored to the original mailbox—only exported as a PST file.

Common Mistakes

  • Waiting too long: The default recoverable window is 30 days. After that, only an admin with a legal hold can help, and even then, it’s not always possible.
  • Looking in the wrong folder: If you deleted an email from a subfolder, it goes to Deleted Items, not the subfolder’s own trash.
  • Emptying Deleted Items: This moves items to the Recoverable Items folder, but it still counts against the 30-day window.
  • Using the wrong account: If you have multiple mailboxes (e.g., personal and work), make sure you’re signed into the correct one.
  • Not using search: The Recoverable Items window can have hundreds of items; use the search bar to find by sender or subject.

Tips

  • Act immediately: The sooner you try to recover, the better. The 30-day timer starts from the original deletion.
  • Use the web version: The “Recover items deleted from this folder” link is more prominent in Outlook on the web than in the desktop app.
  • Don’t empty Deleted Items again until you’ve recovered what you need—new deletions can overwrite the recoverable space.
  • Set up a retention policy: Admins can increase the deleted item retention period to 60 or 90 days via Exchange Online PowerShell (Set-Mailbox -DeletedItemRetention).
  • Know your holds: If your organization uses litigation hold, items are kept indefinitely, but recovery requires admin action.

Troubleshooting

  • “Recover items” link is greyed out: This usually means there are no recoverable items, or the feature is disabled by policy. Check with your admin.
  • Item not found after clicking Recover: It might have been restored to the Deleted Items folder, but not to the Inbox. Check Deleted Items first.
  • Error “The operation failed” during recovery: Try again after a few minutes. If it persists, clear your browser cache or try a different browser.
  • Admin cannot see the user’s mailbox: Ensure you have the correct admin role (Exchange admin or Global admin).
  • Item is older than 30 days: Without a hold, it’s likely gone permanently. If it’s critical, contact your IT department—they may have a backup (e.g., third-party backup service) but that’s not guaranteed.

Frequently Asked Questions

How long are deleted emails recoverable in Office 365?

By default, deleted items are recoverable for 30 days from the date of deletion. This includes items in Deleted Items and the Recoverable Items folder. Admins can extend this to up to 30 days more (total 60) using retention policies.

Can I recover an email that was permanently deleted (Shift+Delete)?

Yes, if it’s within the 30-day window. Shift+Delete sends the item to the Recoverable Items folder, not the Deleted Items folder. Use the “Recover items deleted from this folder” link in Deleted Items to access it.

What if the 30 days have passed?

Unless your organization has a litigation hold or a third-party backup, the email is likely gone. Contact your admin; they can check if a hold is in place.

Can I recover emails from a shared mailbox?

Yes, if you have Full Access permission to the shared mailbox, you can follow the same steps (sign in as the shared mailbox in Outlook or use the web version).

Does recovering an email restore it to the original folder?

No, it restores to the Deleted Items folder. You’ll need to move it manually to its original location.

Can I recover a deleted email on my mobile phone?

Yes, using the Outlook mobile app, you can go to Deleted Items and find the email. However, the “Recover items” option is not available on mobile—you’ll need to use the web version on a computer.

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