How to recover deleted emails in Outlook: an easy guide

Accidentally deleting an important email can derail your entire day. One moment you're cleaning up your inbox, the next you've wiped out a client proposal, meeting confirmation, or new contract. Fortunately Outlook is a step ahead, with built-in recovery tools that can help you get those emails back, even when they seem gone for good.

This guide shows you how to recover deleted emails in Outlook, from the basics to the less obvious recovery options.

How to recover emails from the Deleted Items folder

The Deleted Items folder is the place to start. When you delete an email in Outlook, it doesn't disappear immediately. Instead, it moves to the Deleted Items folder, where it sits until you either manually empty the folder or Outlook's retention policy kicks in.

How to recover emails from Deleted Items:

Open Outlook and find the Deleted Items folder in the left navigation pane.
Scroll through the list to find the email you're looking for.
Once located, click the checkbox next to the message, then click Restore on the ribbon at the top. You can also right-click the email and choose Restore from the menu.

The email will return to its original folder, exactly where it was before you deleted it.

Tip: Use the search bar at the top of Outlook to filter Deleted Items by sender, subject line, or date. This saves you from scrolling through hundreds of emails trying to find the one you need.

How to recover permanently deleted emails from Outlook

Emptied your Deleted Items folder? Your email might still be recoverable.

Outlook keeps a second layer of protection called the Recoverable Items folder. This folder stores emails that have been permanently deleted from Deleted Items, giving you one more chance to get them back.

How to access and restore emails from Recoverable Items:

Go to your Deleted Items folder.
At the top of the message list, click Recover items deleted from this folder.
A window opens showing all the emails stored in the Recoverable Items folder.
Select the email (or emails) you want to restore, then click Restore.

In the newer version of Outlook, recovered emails go back to their original folders. If the original folder no longer exists, the email lands in your Inbox instead.

Note: The Recoverable Items folder has a retention period that varies depending on your account type and settings. For Microsoft 365 accounts, emails typically stay in this folder for 30 days after deletion. After that, they're permanently removed and can't be recovered through Outlook's standard tools. If you're using a work or school account, your IT administrator may have adjusted this retention period, so the timeline could be different.

How to recover emails using Outlook on the web

If you access Outlook through a browser instead of the desktop app, the recovery process is nearly identical.

How to recover deleted emails in Outlook on the web:

Sign in to your account at outlook.live.com or through your organization's Outlook web portal.
In the left pane, click Deleted Items.
At the top of the message list, click Recover items deleted from this folder.
Select the emails you want to recover and click Restore.

Just like with the desktop version, restored emails return to their original folders when possible. If the original folder is gone, they'll show up in your Inbox.

How to prevent accidental deletions

Once you've recovered your emails, take a few minutes to set up safeguards to prevent this from happening again.

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Set up auto-archiving
Outlook's auto-archive feature moves older emails to a separate archive folder instead of leaving them in your main inbox. This keeps your inbox manageable without permanently deleting anything. You can configure auto-archiving by going to File > Options > Advanced > AutoArchive Settings. Need to track down an archived message? Read our full guide: How to find, view and recover archived emails
Create rules to organize incoming emails
Outlook's rules feature automatically sorts incoming messages into specific folders based on sender, subject, or other criteria. This reduces inbox clutter and makes it easier to find what you need later. To create a rule, right-click an email, select Rules, and choose Create Rule.
Back up Outlook data regularly
Export your Outlook data to a .pst file as a backup. This creates a local copy of your emails that you can restore if something goes wrong. To export, go to File > Open & Export > Import/Export, then follow the prompts to create a backup file.
Empty the Deleted Items folder manually
Instead of letting Outlook automatically empty your Deleted Items folder, do it manually. This gives you more control over when emails are permanently deleted and reduces the chance of losing something important before you realize it's gone.

Take control of your Outlook inbox

Recovering deleted emails in Outlook doesn't have to be complicated. Start with the Deleted Items folder for recently deleted messages, then move to the Recoverable Items folder if you need to go deeper. Act quickly, since retention periods mean emails won't stick around forever.

Once you've recovered what you need, take steps to prevent future accidents. Set up auto-archiving, create organizational rules, and back up your data regularly. These simple habits keep your inbox manageable and make sure important emails don't disappear when you need them most.

Frequently asked questions (FAQs)

Are Outlook emails ever permanently deleted?

Yes. Emails are permanently deleted if they're removed from both the Deleted Items and Recoverable Items folders. Depending on your account settings and your organization's retention policies, recovery might still be possible through server backups, but you'll need to contact your IT administrator for help.

How can I recover an email I accidentally deleted?

Check your Deleted Items folder first. If the email isn't there, use the Recoverable Items folder to restore it. For more details, check Microsoft's support page on recovering deleted items.

How do I retrieve a deleted email in Outlook that isn't in the Deleted Items folder?

Use Outlook's search function to look for the email by sender, subject, or date. If it's still not showing up, check the Recoverable Items folder using the steps outlined above.

Can I get my emails back in Outlook after 30 days?

Emails in the Deleted Items folder are usually deleted automatically after 30 days, though this can vary depending on your account settings. If your organization uses extended retention policies, you might still be able to recover emails from the Recoverable Items folder. Contact your IT administrator to find out what's possible.

What causes emails to disappear in Outlook?

Common causes include accidental deletion, incorrect folder rules, filters moving messages automatically, or syncing issues across multiple devices. Regularly check your Junk Email folder and review your account settings to identify potential issues.

Can I recover multiple deleted emails at once?

Yes. In both the Deleted Items and Recoverable Items folders, hold down the Ctrl key and click each email you want to select. To select a range of emails, hold Shift and click the first and last email in the range. Then click Restore to recover them all at once.

Are there any tools to bring back disappeared emails?

Outlook's built-in recovery tools are usually enough to get your emails back. If you're dealing with a corrupted Outlook data file, third-party tools like Stellar Repair for Outlook can help, but use them carefully and only from trusted sources.