Did you know that 67% of all data loss incidents happen due to system failure while 14% of data loss happens due to user error?

With the help of a good restore tool, users can easily recover permanently deleted Outlook emails. This article covers all the methods in which users can retrieve the Outlook emails they lost; even if they did not have a backup.

Introduction to Outlook Recovery

Outlook had over 400 million active users and 7.1 million Office 365 Home and Personal subscribers by the end of 2014. With so many people using Outlook there is a large amount of data that is at risk a of loss due to various reasons like user error or system malfunction. There are various methods in which users can recover deleted Office 365 emails.

Recovering deleted emails in Outlook depend on two factors:

  1. If you have a backup
  2. If you don’t have a backup

Here are all the different ways to recover Outlook emails deleted from Office 365, 

Recover without a Backup Recover from Backed up Files
Ways to recover emails in Outlook Web / Desktop client / Mobile Application Recover Deleted Office 365 Email from 'Deleted Items' folder Recover Deleted Office 365 Emails from 'Recoverable Items' folder Recover Deleted Office 365 Emails from ‘Archive’ folder Recover Deleted Office 365 Emails from eDiscovery tool Recover Deleted Office 365 Emails from Third-Party tools
Recover deleted / missing Emails by Office 365 account owner If the Email is deleted within 30 days - Check in 'Deleted Items' - Option 1 If the Email is deleted from 'Deleted Item', Check in 'Recoverable Items' - Option 2 If the Email is deleted or missing from your Outlook, check in ‘Archive’ - Option 3 Contact your Admin to download the deleted Emails and send you for Recovery - Option 4 Self-User Restore from the third party tool - Option 5
Recover deleted Emails by Office 365 administrator Ask User to Check 'Deleted Items' - Option 1 - Option 1 Ask User to Check 'Recoverable Items' - Option 2 Ask User to check ‘Archive folder’ - Option 3 Download deleted Emails from eDiscovery & Ask user to recover - Option 4 Recover deleted Emails in Office 365 in just one click - Option 5

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Section 1 - How to Recover Deleted Office 365 Emails without Having a Backup?

Recently deleted Outlook emails can be recovered even if you did not previously take a backup of it. Users can easily recover files that they accidentally deleted or lost within a few weeks. 

There are two options to recover them:

  1. Recover from the “Deleted Items” folder
  2. Recover from the “Recoverable Items” folder

Option 1 - How to Recover Deleted Office 365 Email from 'Deleted Items' Folder?

Deleted Office 365 Outlook emails can be recovered even if you did not take a backup. Users can restore them within 30 days of deletion from the “Deleted items” folder.

The steps for recovering files from the Office 365 deleted items folder differs between Outlook desktop and Outlook online.

1.1 How to Recover Deleted Emails from Outlook Online?

If an email is accidentally deleted from the Outlook inbox, it can be easily recovered from the Office 365 “Deleted items” folder within 30 days of deletion.

Follow these steps to recover your emails:

Step 1 Log in to your Outlook account.

Step 2 Navigate to the “Deleted Items” folder on the left pane.

Step 3 Select the email that you want to restore.

Step 4 Click on the “Recover” or “Recoverable” option on the menu bar.

Recover deleted emails Outlook - recoverable items folder

Now the deleted email is recovered back to the inbox.

Note: Step 4 can also be carried out by right-clicking the desired email and selecting the “Restore” option.

1.2 How to Recover Deleted Emails in the Desktop Outlook?

 

To recover deleted emails in Outlook on the Desktop client follow these steps:

Step 1 Launch the desktop Outlook application.

Step 2 Navigate to the “Deleted Items” folder on the left pane.

Step 3 Right-click on the email to be restored and select the options “Move” → “Other Folder” from the drop-down menu.

Recover deleted emails Outlook - recover from desktop app

Step 4 Choose the folder to which the email has to be restored and click “OK”.

Recover deleted emails Outlook - choose a folder

The deleted email is now restored to the specified folder.

Option 2 - How to Recover Deleted Office 365 Emails from 'Recoverable Items' Folder?

If an email is permanently deleted from the “Deleted Items” folder, it can be restored from the “Recoverable Items” folder. This second stage recycle bin retains permanently deleted emails in Outlook for 30 days from the day of deletion.

Follow these steps to restore an email that was deleted from the Outlook Office 365 “Deleted Items” folder:

Step 1 Navigate to the “Deleted Items” folder on the left pane of the screen.

Step 2 Click on the link “Recover items recently deleted from this folder” – for Outlook desktop – or Click on the button “Recover the deleted items” at the bottom of the screen – for Outlook online.

Recover deleted emails Outlook -click on recoverable items button

This will take you to the Recoverable Items folder.

Note: The “Recoverable Items” folder cannot be directly accessed. It can only be accessed through the “Deleted Items” folder.

Step 3 Select the email to be recovered, and click on the button “Recover” or “Restore”.

Restore from deleted items folder - click on restore

This will restore the email back to its original folder.

Section 2 - How to Recover Deleted Office 365 Emails when You Have a Backup?

Users can recover deleted Outlook emails long after losing them provided there is a backup of the emails. 

Deleted emails can be recovered from:

  1. Archive folder
  2. eDiscovery tool
  3. Third-party tools

Option 1 - How to Recover Permanently Deleted Outlook Emails in Office 365 from the Archive Folder?

The Outlook desktop client has an “AutoArchive” feature that will retain the emails depending on the retention settings that was given. The deleted emails will then be available in the “Archive” folder even if it was deleted from the mailbox.

Follow these steps to recover deleted emails from the Outlook Archive folder:

Step 1 Open your Outlook desktop client and navigate to the “Archive” option on the left pane.

Step 2 Right-click on the desired email and select the “Move to” option from the drop-down menu and select the option “Other folder”.

Recover deleted emails Outlook - autoarchive option

Step 3 Choose a folder to which you want to restore the email and click “Ok”

The emails will be restored to the specified folder.

Option 2 - How to Recover Permanently Deleted Outlook Emails in Office 365 Using eDiscovery?

The eDiscovery tool is generally used to identify and collect electronically stored data to be produced as evidence during litigation or other government investigations. This tool can also be indirectly used to recover deleted emails in Outlook that was previously held using the “litigation hold” feature.

How to Search for Data Using eDiscovery?

Using eDiscovery the administrator can search for the held Outlook data even after user deletions or modifications.

Administrators, follow these steps to search for deleted emails in Outlook:

Step 1 Log in to Microsoft Office 365.

Step 2 Click on the Grid icon on the upper left side of the menu bar and select the “Admin” option.

You will now be taken to the admin center.

Step 3 Click on the option “Admin centers” on the left pane.

Step 4 Navigate to the “Security & Compliance” option from the drop-down menu.

Recover deleted emails Outlook - eDiscovery select security and compliance

Step 5 Click on the “Search & Investigation” menu on the left pane

Step 6 Select the eDiscovery option from the drop-down menu.

Step 7 Open the required “case”

Step 8 Navigate to the “Search” module on the menu bar and select the option “+ New search”.

Recover deleted emails Outlook - eDiscovery select new search

Step 9 Type in the keywords to identify the desired emails and click on “+ Add conditions” option for a more filtered search.

Step 10 Choose the radio button “Locations on hold” and click on “Save & run” to start the search.

Recover deleted emails Outlook - eDiscovery enter keywords and add conditions

Step 11 Next, give the search a name and click on the Save button. (This will help you later access the same search results without the hassle of entering the filters all over again.)

Recover deleted emails Outlook - eDiscovery tool save search

Note: The search might take a few seconds to a few minutes depending on the size of the data held in the account.

After completion, the results retrieved will be given as a list →as shown below.

Recover deleted emails Outlook -eDiscovery tool search results

How to Export the Retrieved Data?

Once you have identified the email that you were looking for, you can export it as a pst file – Outlook data file – using the export module.

To export the retrieved emails right after the search, follow these steps:

Step 1 Click on the “More” option on the toolbar and select the option “Export results” from the drop-down menu.

Recover deleted emails Outlook - eDiscovery tool click on export option

Step 2 Next, review all the settings and click on the “Export” button.

Step 3 Copy the Export key that appears on the screen to your clipboard and click on the “Download results” button at the top of the screen to export the retrieved data.

Recover deleted emails Outlook -eDiscovery tool copy key

Note: To download these results, your internet browser must be either Microsoft edge or Internet Explorer. Clicking on the Download results button will download an application file to install the eDiscovery export tool.

Step 4 Install the eDiscovery export tool in your system.

Once the application is installed,

Step 5 Paste the export key in the tool and

Step 6 Next, specify the location where the downloaded data should be stored.

Step 7 Click on the Start button.

Recover deleted emails Outlook - eDiscovery copy key

 Note: The time taken to download the data will depend on its size.

Caution: Users cannot restore emails using the eDiscovery module. Deleted or lost emails can only be exported and stored in an external drive.

Option 3-How to Recover Deleted Office 365 Emails Using Third-Party Tools?

The native features discussed above are not programmed to exclusively backup your data or easily restore them. As a result, they are neither fully effective nor user-friendly for backup.

There are third-party tools designed solely for backup and restore. They are an easier and reliable option to back up your data and restore effortlessly.

Why Should You Use a Cloud Backup Tool to Recover Outlook Emails?

Using third-party tools, you can:

SysCloud is a third-party tool that offers a fully automated cloud to cloud backup and restore service. It uses the top trusted cloud storage solutions like Amazon Web Services (AWS), Microsoft Azure, and Google Cloud Platform to store the backed up data.

Using SysCloud, IT administrators can back up and restore data in just a few clicks.

Follow these steps to restore your data using SysCloud.

Step 1 Open the SysCloud application.

Step 2 Navigate to the “Backup” option on the menu bar and select “Archive & Restore” option from the drop-down menu.

Recover deleted emails Outlook - SysCloud start backup

A list of users whose data have already been backed up and the daily backup progress will appear on the screen.

Step 3 Click on the user(s) whose data needs to be restored.

The page will list all the data of the user(s), including the emails that have been backed up.

Tip: Using SysCloud you can either restore all the emails or a particular email.

Step 4 Select the email(s) to be restored.

Step 5 Click on the button “Restore” and choose the option “Selected Items” – to restore selected emails – or “Select All” option – to restore all emails.

Recover deleted emails Outlook -SysCloud select restore option

Step 6 Verify the email address and click on the “Restore” button to restore the email(s) back to the specified inbox.

Recover deleted emails Outlook - SysCloud final restore button

All the emails are now restored to its original folders.

High-Level Comparison Between Native features, eDiscovery & SysCloud Recovery Features

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