Outlook How To
How to Recover Deleted Emails From an Outlook PST File
Outlook moves a deleted email to Deleted Items first. Restore it from there, check the server copy and scan the PST file when the email is gone from both.
- Restore from the Deleted Items folder
- Check Recover Deleted Items From Server
- Find deleted items inside the PST file
- Handles Outlook 2000 to 2021 files
1What is it?
Where Does Deleted Mail Go in Outlook?
Outlook moves a deleted email to the Deleted Items folder before anything else happens.
Outlook keeps a deleted email in Deleted Items until you empty the folder or delete the email a second time. Both actions remove it from the folder.
Items deleted in a PST file can remain in the file until Outlook compacts it. Recovery software scans the file for those items and shows them in red.
Close Outlook and copy the PST file to a safe folder before you try anything. Nothing that the file no longer holds can come back.
2Why does it happen?
How Does Mail Get Deleted From a PST File?
Every path leaves the email in a different place.
Normal Delete
The email moves to Deleted Items and stays there until you empty it.
Shift Delete
Shift plus Delete skips Deleted Items.
Emptied Folder
Emptying Deleted Items removes every email in the folder at once.
Archive Cleanup
AutoArchive deletes or moves old items based on its age settings.
Damaged PST File
Corruption hides folders and emails that still sit in the file.
Mail Rules
A rule that you or a plugin created deletes emails without asking you.
3Can I do it myself?
How to Get Deleted Emails Back in Outlook
Start with the folders Outlook already keeps. Move to software only when the email is gone from them.
- 1Folder
Check Deleted Items
Open Deleted Items, right click the email and select Move then Other Folder. Choose the Inbox or any folder you like.
- 2Server
Recover Deleted Items From Server
Open Deleted Items and select Home then the server recovery command. Restored items return to Deleted Items and you move them out from there.
- 3Backup
Restore the PST File From a Backup
Copy the latest backup of the PST file to a new folder and open it with File, Open & Export, Open Outlook Data File. Drag the missing email to your active folder.
- 4Inbox
Check the Inbox Repair Copy
Inbox Repair creates a .bak file when it repairs a PST file. Copy it, rename the copy to .bak.pst and open it in Outlook to look for items that the repair left out.
Microsoft explains the server step on the recover deleted items page and the .bak copy on the repair Outlook data files page.
Skip emptying Deleted Items until you confirm that every email you need is back.
4What are the limits?
When Manual Recovery Falls Short
Native options only reach items that Outlook or the server still holds.
No Native Step for PST Only Mail
Microsoft documents no step that brings back items from an emptied Deleted Items folder when no server holds a copy.
Server Retention Ends
Server commands need a supported account and works until the retention period that your admin sets ends.
Backups Go Stale
A backup misses every email that arrived after its date.
5Is there an easier way?
How to Recover Deleted Emails With PST Recovery
RecoveryTools software scans the PST file itself. Deleted items that remain in the file show up in red.
- 1Download
Install the Demo
Download Outlook PST Recovery and install it on any Windows computer. Copy your PST file to a separate folder first.
- 2Add
Add the PST File
Click Add File and browse to the PST or BAK file or search a drive. Tick Remove Encryption for S/MIME or OpenPGP mail.
- 3Scan
Select Quick or Advance Scan
Select Quick scan for light damage and Advance scan for severe damage. Browse the folder tree after the scan and look for red items.
- 4Export
Preview and Export
Preview the emails and export to PST, MSG, EML, PDF, HTML or Office 365. Demo mode caps saving at 25 items per folder.
Screenshots of every step sit in the Outlook PST Recovery guide.
6Still have a question?
Questions About Deleted Emails in PST Files
Can I recover emails deleted from a PST file?
Yes. Deleted items that remain in the file are recoverable. RecoveryTools Outlook PST Recovery scans the file, shows them in red and exports them.
Where do deleted emails go in Outlook?
Outlook moves them to Deleted Items. Move an email back to any folder from there.
How do I recover permanently deleted emails in a PST file?
Check Recover Deleted Items From Server first when your account supports it. Scan the PST file with recovery software when the server no longer holds the email.
Does Inbox Repair bring back deleted emails?
Microsoft describes Inbox Repair as a tool that repairs the file and creates a .bak copy. Microsoft states that permanently deleted items are not always recovered. Check the .bak copy too.
Do I need Outlook to scan the file?
No. Scanning and most exports need no Outlook installation. Outlook is needed only for the Use Outlook option during PST export.
Which formats can I export to?
PST, MSG, EML, PDF, HTML and Office 365 work as export formats.
Can the free demo save the recovered emails?
Demo mode previews every item and saves 25 items per folder. Buy a license to remove the limit.
7Where next?
Related Outlook Tools and Guides
RecoveryTools Outlook PST Recovery
Recovers mail and deleted items from corrupt PST files.
RecoveryTools PST Viewer
Free viewer that opens PST files and lists mail.
RecoveryTools Exchange OST Recovery
Opens OST files from Exchange accounts and exports the mail.
RecoveryTools Outlook PST to PDF
Saves PST emails as PDF files.
More Outlook Guides From RecoveryTools
Recover Your Deleted Emails With the Free Demo
Download the free demo, preview the deleted items from the PST file and buy the license when the data looks right.