How to Manage and Recover Deleted Items in Outlook and OneDrive

Summary

This guide helps you troubleshoot and resolve: How to Manage and Recover Deleted Items in Outlook and OneDrive. Follow the steps below to fix the issue.

Common Causes

Accidentally deleting a critical email or a business document can be stressful, but Microsoft 365 provides several layers of protection to ensure your data is recoverable. This guide explains how to retrieve items from the primary trash folders and the secondary recovery areas in both Outlook and OneDrive.

Recovering Deleted Emails in Outlook

When you delete an email in Outlook, it is not immediately erased from the server; it is moved to a staging area where it can be easily restored.

Step 1: Check the Deleted Items Folder

1. Open Outlook and navigate to your folder list on the left-hand side.
2. Click on the Deleted Items (or Trash) folder.
3. Locate the email you wish to recover.
4. Right-click the email, select Move, and choose the folder (e.g., Inbox) where you want the item returned.

Step 2: Recover Items Recently Removed from this Folder

If you have emptied your Deleted Items folder or the item was permanently deleted using Shift + Delete, you may still be able to recover it from the server.

1. Click on the Deleted Items folder.
2. In the top ribbon menu, click the Recover Deleted Items From Server button.
3. A window will appear listing items that are still held in the hidden recovery partition.
4. Select the items you need and click Restore Selected Items.
5. Click OK. The items will now reappear in your Deleted Items folder, from where you can move them back to your Inbox.

Recovering Deleted Files in OneDrive

OneDrive uses a Recycle Bin system similar to Windows, allowing you to restore files and folders that were deleted from your synced local folder or the web portal.

Step 1: Using the OneDrive Web Recycle Bin

1. Log in to your account at portal.office.com and select the OneDrive app.
2. In the left-hand navigation pane, click on Recycle Bin.
3. Select the file or folder you wish to restore by clicking the circle next to the file name.
4. Click the Restore button in the top menu bar.
5. The file will be returned to its original location.

Step 2: Restoring a Previous Version of a File

If a file wasn't deleted but was accidentally overwritten or corrupted, you can use Version History.

1. Right-click the file in OneDrive (Web or File Explorer).
2. Select Version History.
3. A list of previous saves will appear with timestamps.
4. Hover over the desired version and click Restore.

Troubleshooting Common Issues

Items are not appearing in the Recycle Bin

• Second-Stage Recycle Bin: In OneDrive for Business, if you empty the first recycle bin, check the "Second-stage recycle bin" link at the bottom of the Recycle Bin page.
• Sync Lag: If you deleted a file on your PC, it may take a few moments to sync the deletion to the cloud. Refresh your browser page.
• Account Mismatch: Ensure you are logged into the correct Microsoft 365 account associated with your business email.

Outlook is not showing "Recover Deleted Items"

• This feature is available for Exchange accounts. If you are using a POP or IMAP account, this option will not appear. For those account types, refer to Backing Up and Restoring Outlook Data Files (.pst/.ost).

Still Having Issues?