Deleted an important email by accident? Don’t panic — it happens to everyone. Whether you cleared your inbox too fast, hit Delete instead of Archive, or lost messages after a sync issue, there’s often a simple way to get them back. Most major platforms, including Gmail and Outlook, keep deleted emails in a temporary folder before they’re permanently erased. That short window can make all the difference if you act quickly.
Recovering deleted emails comes down to knowing where to look and which tools can help. With the right steps, you can restore what’s missing and put better systems in place to keep it from happening again. From built-in recovery options to admin-level restores, there are several ways to retrieve lost messages and avoid repeating the same mistake twice. Here’s how to take control of your inbox again — calmly, efficiently, and without calling IT for help.
How to recover deleted emails in Gmail
When you delete an email in Gmail, it moves to the Trash folder for 30 days before being permanently removed. You can recover any email within that window.
Step 1: Open your Trash folder
On desktop, open Gmail and scroll down the left sidebar. Click More, then select Trash.
If you’re on mobile, tap the Menu icon (three horizontal lines), scroll, and choose Trash.
Step 2: Select the emails you want to recover
Tick the box next to each message you want back.
Step 3: Move them back to your inbox
Click Move to and select Inbox (or another folder). The email will immediately reappear where you sent it.
Tip: Use the Gmail search bar and type in:trash [keyword] to find specific deleted emails faster.
Read more: How to find archived emails in Gmail
How to recover permanently deleted emails in Gmail
If an email has been removed from the Trash folder after 30 days, you still have one option: Google’s Message Recovery Tool.
- Go to the Gmail Message Recovery Tool.
- Sign in with the affected Gmail account.
- Follow the prompts to request message restoration.
Google sometimes restores messages lost due to accidental deletions or technical issues. However, this is not guaranteed — success depends on whether the data still exists on their servers.
If your Gmail is part of a Google Workspace account, your admin may be able to restore deleted messages from the admin console for up to an additional 25 days after permanent deletion.
How to recover deleted emails in Outlook (web)
Microsoft Outlook has two stages of deletion:
- Deleted Items folder, where emails go first.
- Recoverable Items folder, where messages remain briefly after permanent deletion.
Step 1: Open the Deleted Items folder
Go to the Mail view. In the folder pane, select Deleted Items.
Step 2: Select the messages to restore
Choose one or more emails, right-click, and select Move → Inbox, or drag them directly to another folder.
Related read: How to archive emails in Outlook
How to recover permanently deleted emails in Outlook (desktop)
If your email isn’t in the Deleted Items folder, you may still be able to restore it.
- Open the Deleted Items folder.
- Go to Folder → Recover Deleted Items.
- Choose the messages you want to restore.
- Click Restore Selected Items, then OK.
Microsoft retains permanently deleted items for up to 14 to 30 days, depending on your organization’s retention policy.
Note: After this period, items are purged and cannot be recovered.
How to recover deleted emails in Outlook web (Outlook.com)
If you’re using the web version of Outlook (Outlook.com):
- Open your Deleted Items folder.
- Scroll to the bottom and click Recover items deleted from this folder.
- Select the emails you want to retrieve.
- Click Restore.
Outlook and Microsoft 365 mailboxes typically retain deleted items for 14 days by default, though administrators can extend this period to a maximum of 30 days using Exchange Online settings.
How to recover deleted emails on mobile
Both Gmail and Outlook mobile apps make it easy to retrieve deleted messages.
In the Gmail app
- Open the Gmail app.
- Tap the Menu icon.
- Scroll down to Trash.
- Select the emails you want.
- Tap Move to → Inbox (or another folder).
In the Outlook app
- Open the Outlook app.
- Tap the Menu icon, then Deleted Items.
- Select the email(s) to restore.
- Tap Move to Folder → Inbox.
These methods work the same on both iOS and Android. Emails recovered on mobile will sync instantly across your desktop and web apps.
Tips to prevent losing emails in the future
While recovery tools are useful, prevention is better. A few quick habits can help you avoid losing important messages altogether.
1. Archive instead of delete
If you think you might need an email later, use Archive instead of Delete. Archived messages disappear from your inbox but stay searchable under All Mail.
Related read: How to find, view, and recover archived emails
2. Back up your mailbox
Create regular backups:
- Gmail: Use Google Takeout to download all your mail data.
- Outlook: Export your mailbox to a .pst file under File → Open & Export → Import/Export.
3. Use filters and labels
Automate email organization to prevent clutter and reduce accidental deletion. For example, in Gmail, you can set up filters to automatically label and archive messages from certain senders.
4. Enable account recovery and 2FA
Turn on two-step verification in your Gmail or Outlook settings. It protects your account against unauthorized access — a major cause of data loss.
5. Review your Trash or Deleted Items folder regularly
Check these folders weekly to spot important emails before they expire.
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Recovering deleted emails FAQs
Can I recover emails deleted permanently from Trash?
In Gmail, you can try the Message Recovery Tool, though results vary depending on how long ago the email was deleted and whether the data still exists on Google’s servers.
In Outlook, permanently deleted items can sometimes be restored through the Recover Deleted Items feature for up to 30 days, giving you one last chance to recover critical messages before they’re removed from Microsoft’s system.
How long are deleted emails kept in Gmail and Outlook?
Gmail stores deleted emails in Trash for 30 days before removing them automatically.
Outlook’s Deleted Items folder typically retains messages for 14 to 30 days, depending on your settings or your organization’s retention policy. After that, recovery usually requires admin access or backup restoration, so it’s best to act quickly if you notice something missing.
Is there a way to recover emails after 30 days?
After 30 days, recovery depends entirely on your email provider. Gmail users can contact Google Support to request data restoration, although success isn’t guaranteed.
Outlook users may need their system admin to recover messages from a backup or server archive, especially if the mailbox is part of a managed Microsoft 365 account.
Can IT administrators recover deleted work emails?
Yes. In managed accounts such as Google Workspace or Microsoft 365, IT administrators can often retrieve deleted emails from system backups or retention policies even after they disappear from your inbox. These tools are designed to protect business data, so it’s always worth checking with your admin before assuming an email is gone for good.
Are archived emails the same as deleted emails?
No. Archived emails stay safely stored in your account and can be found through search or in the All Mail folder. Deleted emails, on the other hand, are only kept temporarily before being permanently removed, which is why archiving is the safer choice when you might need something later.
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