How Do I Recover Deleted Files In Outlook – Deleted By Mistake

Causes of Deleted Files in Outlook

Accidentally deleting important emails or files in Outlook can happen due to various reasons, including:

1. Human Error:  Users may mistakenly delete emails while organizing their inboxes.
2. Emptying the Deleted Items Folder: If the Deleted Items folder is manually or automatically emptied, emails are permanently removed.
3. Retention Policy Settings: Some organizations have automatic retention policies that delete emails after a specific period.
4. Accidental Shift + Delete:  Using the Shift + Delete shortcut bypasses the Deleted Items folder, making recovery more difficult.
5. Sync Issues: Problems with syncing Outlook with the mail server can sometimes lead to unexpected email deletions.
6. Virus or Malware Attacks: Some malicious programs may delete or corrupt emails.
7. Software or System Issues: Outlook crashes, updates, or system failures can cause unintended email loss.

Understanding the cause of deletion can help determine the best method to recover deleted PST files.

Understanding Outlook Data Files

Emails, contacts, calendars, tasks, and other mailbox items are all stored using the data files from Microsoft Outlook. The two common file formats of Outlook for data storage are PST (Personal Storage Table) and OST (Offline Storage Table).

What is a PST File?

A PST, or Personal Storage Table file, is an Outlook data file that contains a user’s emails, attachments, calendar events, contacts, and other mailbox data stored on a local computer. PSTs are primarily utilized for:

• Storing mailbox data when using POP3 or IMAP email accounts.
• Creating backups of emails and Outlook items.
• Archiving old emails to free up mailbox storage space.
• Transferring Outlook data between different computers or accounts.

What is an OST File?

An OST (Offline Storage Table) file is an Outlook data file used for offline access when working with Microsoft Exchange, Office 365, or IMAP accounts. It allows users to access and modify emails without an internet connection. Once reconnected, changes are automatically synced with the server. OST files are beneficial for:

• Offline email access and synchronization.
• Storing a local copy of Exchange, Office 365, or IMAP mailbox data.
• Allowing users to compose, read, and organize emails while offline.

How to Recover Deleted Files on Outlook?

If you’ve accidentally deleted important emails or files in Outlook, don’t worry—there are several ways to recover them. Depending on how and when they were deleted, you may still be able to restore them using built-in Outlook features or external recovery methods. Here are some effective ways to retrieve your lost files.

#1. Recover Deleted Files from the ‘Deleted Items’ Folder

When you delete an email or file in Outlook, it first moves to the ‘Deleted Items’ folder, where it remains for a certain period before being permanently deleted. Follow these steps to restore items from this folder:

For Outlook on Windows/Mac:

1. Open Outlook and go to the Deleted Items folder in your email account.
2. Look for the email, contact, or file you want to restore.
3. Right-click on the item and select Move > Other Folder to restore it to its original location.

For Outlook on the Web (Outlook.com or Office 365):

1. Log in to your Outlook account.
2. Navigate to Deleted Items in the left-hand pane.
3. Select the items you want to restore.
4. Click Move to and select the appropriate folder.

Note: Items in the ‘Deleted Items’ folder are automatically removed after a specific period, depending on your Outlook settings.

#2. Recover Permanently Deleted Files from the ‘Recoverable Items’ Folder

If you’ve emptied the ‘Deleted Items’ folder or permanently deleted an item using Shift + Delete, you can still recover it from Outlook’s hidden ‘Recoverable Items’ folder.

For Microsoft Exchange or Office 365 Users:

1. Open Outlook and navigate to the Deleted Items folder.
2. Click the Folder tab and select Recover Deleted Items.
3. A new window will open displaying recently deleted emails.
4. Select the emails you want to restore and click Restore Selected Items.

Note: This option is available for Microsoft Exchange and Office 365 accounts. If you don’t see this option, your email provider may not support it.

#3. Restore Outlook PST File (For Local Backup Recovery)

If your emails and files are missing, you can try restoring the Outlook PST or OST file where your Outlook data is stored.

1. Open Outlook and go to File >> Open & Export >> Open Outlook Data File.
2. Locate your PST file (usually found in C:\Users\YourUsername\Documents\Outlook Files).
3. In the last step, select the file and click Open.

#4. Use Outlook PST  Recovery Software to Recover PST File Outlook

The DRS Softech PST Recovery Tool is an effective solution for recovering deleted or corrupted Outlook PST files. With its user-friendly interface, multiple recovery modes, and wide format support, it is a valuable tool for both personal and professional users dealing with Outlook data loss issues. It works with all versions of Microsoft Outlook, including Outlook 2021, 2019, 2016, 2013, 2010, and earlier versions. It can recover emails from password-protected or encrypted PST files without needing a password.

• Users can preview recoverable emails and other data before saving them.
• It repairs highly corrupted or inaccessible PST files caused by malware attacks, oversized files, or abrupt system shutdowns.
• It can restore accidentally or permanently deleted emails and mailbox items from Outlook PST files.
• Supports Standard, Advanced, and Deep recovery modes for different levels of corruption.
• Ensures that folder hierarchy, metadata, and email properties remain intact after recovery.
• Allows splitting large PST files into smaller parts to prevent future corruption issues.
• Recovered PST files can be saved in formats like PST, MSG, MBOX, EML, and DBX for compatibility with different email clients.

How to Recover PST File in Outlook

1. Download and install the DRS Softech PST Recovery Tool.
2. Launch the software and add the corrupted or deleted PST file.
3. Choose the desired recovery mode (Standard, Advanced, or Deep).
4. In the next panel, you can get a preview of recoverable files.
5. Select the required emails and save them in the preferred format.

Also Read: How to Recover Deleted Files from Windows?

Safeguard Outlook Data From Further Data Loss

To avoid losing important emails and files in the future, follow these best practices:

• Regularly Back Up Your Outlook Data: Export your PST file periodically for safekeeping.
• Use Outlook Archive Feature: Store older emails separately to prevent accidental deletion.
• Enable Retention Policies: In Office 365, you can set retention policies to keep emails longer.
• Be Cautious with Shift + Delete: Always double-check before permanently deleting an item.

Final Thoughts

After going through this complete blog, you have a better understanding of “ how to recover deleted files on Outlook”. Recovering deleted files in Outlook is possible using built-in recovery features, data backups, or third-party tools. If your email is still within the retention period, you can easily restore it from the Deleted Items or Recoverable Items folder. However, if it’s permanently deleted, using PST file recovery methods or external tools may be your best option.