How Do I Recovery Deleted Mailboxes In Office 365?

In Office 365, accidental deletions of user mailboxes can disrupt workflows and result in data loss. Fortunately, Microsoft provides robust recovery options for mailboxes that are deleted intentionally or unintentionally. Depending on the type of deletion, soft-deleted (recoverable within the retention period) or hard-deleted (beyond the retention period)—there are different approaches to recover deleted mailbox Office 365.

This blog outlines the steps to recover deleted mailboxes using both the Microsoft 365 Admin Center and PowerShell, ensuring minimal downtime and data recovery efficiency. Whether the mailbox was recently removed or needs advanced recovery methods, like DRS Softech Office 365 Backup to simplify the process of recovery.

Understanding Mailbox Deletion in Office 365

When a user account is deleted in Microsoft 365, the associated mailbox doesn’t disappear immediately. Instead, it is retained for a period, giving administrators a window to recover it.

Key points to remember:

• Deleted mailboxes are retained for 30 days by default.
• After this period, the mailbox enters a “soft-deleted” state and can only be recovered using specialized tools.
• Mailboxes that have been purged are considered “hard-deleted” and are irrecoverable unless a backup exists.

How to Recover Deleted Mailbox Office 365

Office 365 (now known as Microsoft 365) is a robust platform simplifying email and collaboration management. However, accidental deletions or misconfigurations can lead to the loss of user mailboxes. Thankfully, Microsoft 365 provides several mechanisms to recover deleted mailboxes. The upcoming section walks you through the process to recover deleted mailbox Office 365 step-by-step.

Process 01: Using the Microsoft 365 Admin Center to Restore Deleted Mailbox Office 365

This method is suitable if the user account associated with the mailbox is still within the retention period.

1. First of all, go to Microsoft 365 Admin Center and sign in with your admin credentials.
2. Navigate to Deleted Users: Go to Users >> Deleted Users.
3. Locate the deleted user account associated with the mailbox.
4. After that, select the user account and click Restore User.
5. Follow the prompts to assign licenses and reset the password if necessary.
6. Once restored, the mailbox will be re-associated with the user account.
7. Check the Exchange Admin Center to confirm the mailbox is functional.

Process 02: Using Outlook Web Application to Recover Deleted Mailbox Office 365

OWA allows users to restore deleted emails, contacts, and other mailbox items directly from the Deleted Items folder or the Recoverable Items section. This method is ideal for end-users who need to retrieve their data quickly without involving administrative tools or PowerShell. Below is a step-by-step guide to recover deleted mailbox Office 365 using the Outlook Web Application.

Steps to Access Deleted Items in OWA:

1. Go to Outlook Web and log in with your email credentials.
2. In the left-hand sidebar, locate your folder list.
3. Scroll down in the folder list to find Deleted Items (sometimes labeled as Trash in certain setups).
4. Click on the Deleted Items folder to see emails and other items you have deleted.
5. Right-click on the email and select Move. Choose the folder where you want to restore the item.
6. If you don’t find the email in the Deleted Items folder, scroll to the bottom and look for Recover items deleted from this folder.
7. Click this link to access emails that have been permanently deleted but are still recoverable within the retention period.

Process 03: Using PowerShell to Recover Deleted Mailbox in Office 365

For advanced users or scenarios requiring multiple mailbox recoveries, PowerShell is an efficient option to recover deleted mailbox Office 365.

1. Install the required Exchange Online Management module if you haven’t already.
2. Run the following command to connect: Connect-ExchangeOnline -UserPrincipalName <admin@domain.com>
3. Use this command to display all soft-deleted mailboxes: Get-Mailbox -SoftDeletedMailbox.
4. Use the following command to recover a specific mailbox: Undo-SoftDeletedMailbox -Identity <MailboxIdentity>
5. Check the user’s status in the Admin Center or run: Get-Mailbox -Identity <MailboxIdentity>

Recovering Shared Mailboxes

Shared mailboxes are treated differently from user mailboxes but can still be recovered.

• Check the Deleted Mailboxes: 
• Run the following PowerShell command: Get-Mailbox -SoftDeletedMailbox | Where-Object {$_.RecipientTypeDetails -eq ‘SharedMailbox’}
• Restore the Shared Mailbox:
• Execute: Undo-SoftDeletedMailbox -Identity <SharedMailboxIdentity>
• After restoration, ensure that permissions are reassigned for team members to access the shared mailbox.

Limitations of the Manual Method

The manual method to recover deleted mailboxes in Office 365 involves using the Exchange Admin Center (EAC) or PowerShell commands. While this approach can be effective, it comes with several limitations: 

• Time-Consuming: Requires extensive time for large data recovery.
• Complex Process: Involves multiple steps and technical expertise.
• Limited Recovery Window: Only works within the retention period (default: 30 days).
• No Selective Recovery: Lacks the flexibility to recover specific data.
• Risk of Data Loss: High chance of partial or failed recovery.
• No Backup Options: This does not provide a backup for recovered data.

Due to these limitations, third-party tool are often preferred for a faster, more secure, and user-friendly recovery experience.

Process 04: Simplifies Process to Recover Deleted Mailbox Office 365

DRS Softech Office 365 Email Backup Tool is a reliable software solution designed to help users recover deleted mailboxes and back up Office 365 emails efficiently. This tool allows users to restore accidentally or permanently deleted mailboxes with ease while maintaining data integrity. It supports exporting Office 365 emails to various formats, including PST, EML, MBOX, and more, ensuring compatibility with multiple platforms. This software features an intuitive interface, enabling both technical and non-technical users to perform recovery and backup operations seamlessly. Additionally, it offers advanced filters to facilitate selective backup and ensures secure, error-free retrieval of mailbox data.

A Few Clicks to Recover Deleted Mailbox Office 365

1. Download the DRS Softech Office 365 Email Backup Tool and install it on your system.
2. Open the tool and log in using your Office 365 administrator credentials to access the required mailboxes.
3. The software will display all the connected Office 365 mailboxes. Select the deleted mailbox you wish to recover.
4. Select the desired file format (e.g., PST, EML, MBOX, etc.) to save the recovered mailbox data.
5. Use advanced filters to recover specific emails based on parameters like date range, folder selection, or subject keywords.
6. Choose a location on your system to save the recovered mailbox data. Click on the “Convert” button to begin the recovery process.

Best Practices for Mailbox Recovery

1. Act Quickly: The 30-day retention period for deleted mailboxes is critical. Delaying action may result in permanent loss.
2. Use Backup Solutions: Regular backups with third-party tools provide a fallback for hard-deleted mailboxes.
3. Monitor Deletion Policies: Review retention and deletion policies to prevent accidental loss of critical mailboxes.
4. Document Recovery Procedures: Maintain a documented process for recovering mailboxes to streamline future incidents.

Also Read: How to Recover Deleted Folder in Office 365?

Conclusion

Recovering deleted mailboxes in Microsoft 365 is straightforward if you act within the retention period. Whether using the Admin Center or PowerShell, Microsoft provides tools to ensure minimal data loss. For long-term security, consider implementing robust backup solutions like automated software can recover deleted mailbox Office 365. By understanding these recovery processes, you can confidently manage and restore mailboxes, safeguarding your organization’s communication channels.