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Email management in MS Outlook

Recovering or purging items

When you delete items (email messages, appointments, tasks, contacts) from your mailbox, they are moved to the Deleted Items folder. After an item is deleted from the Deleted Items folder it still can be recovered as the Exchange Server has been configured to retain deleted items. This provides a measure of protection in case of accidental deletion. By default, permanently deleted items will be held on the server for 14 days. During this retention period you may either restore or purge deleted items.

The only difference between the process in Outlook 2007 and 2010 is the starting point. After that, the steps are the same.

Outlook 2007

1. In the left hand navigation list, click on the folder you want to restore or purge retained items from.

Outlook mail folder screen

2. From Tools on the Menu bar, select Recover Deleted Items.

Outlook Tools menu screen

Outlook 2010

1. In the left hand navigation list, click on the folder you want to restore or purge retained items from.

2. On the Folder tab in the Clean Up group, click on Recover Deleted Items.

 Outlook File tab screen

3. A Recover Deleted Items From – Folder Name window appears with 3 icons in the Toolbar (Select All, Recover Selected Items and Purge Selected Items) and a list of retained items associated with the selected folder. To recover retained items, select the item(s) you wish to recover from the list and then click on the Recover Selected Items icon (center icon located under Recover Deleted Items).

 Recover deleted items screen

To purge retained items, click on the Select All icon (first icon located under Recover Deleted Items ) to select every retained item. Then click on the Purge Selected Items icon (third icon located under Recover Deleted Items - X icon).

Outlook recover deleted items screen #2 

Click OK on "The selected items will be permanently deleted..." message.

Outlook permanently deleted alert

Outlook Web Access (OWA) steps

In OWA you may only restore or purge items from your Deleted Items folder. To view items from other folders you must use an Outlook desktop client.

1. In the left hand navigation list, click on the Options icon.

2. Scroll down to Recover Deleted Items and click on View Items.

Outlook Recover Deleted Items screen

3. Select the items you want to recover or purge then click the appropriate icon to either Recover the items or Permanently Delete them. If you are deleting items, you must click OK when prompted.

Outlook Recover Deleted Items screen #2

4. Click Close.

 For additional information, please contact your departmental IT administrator or IT Central, located at Social Science 120, or via phone at 243-HELP (x4357).

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