At IU, how do I recover deleted items from Exchange?

Note:
UITS cannot recover data accidentally deleted from an individual's mailbox on the IU Exchange mail system. UITS will restore IU Exchange data only in the event of a system failure.

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Recovering deleted items from the Deleted Items folder

At Indiana University, when you delete items (i.e., messages, folders, tasks, appointments, or contacts) using Outlook or the Outlook Web App (OWA), they move to the Deleted Items folder. You may retrieve them by opening the Deleted Items folder, locating the items, and then moving them to another folder. When items are deleted or emptied from the Deleted Items folder, they are in retention and recoverable for 180 days before they are permanently deleted.

Note:
You cannot perform the following recovery operation in Microsoft Outlook 2016, 2011, or Entourage for Mac OS X. However, in Outlook for Windows, the recovery feature is available regardless of the client used to delete the items, including IMAP configurations.

To recover items during the 180-day period in Outlook:

  1. In Outlook 2016, 2013, or 2010, click the Deleted Items folder, and then from the Folder tab, select Recover Deleted Items.
  2. A separate window will open, containing the items that you have deleted within the last 180 days. Highlight the items you want to recover, and click Recover Selected Items (the icon looks like an envelope).
  3. This will place the items in your Deleted Items folder. From there you can move or drag them back to your Inbox, or to any folder you wish.

    Be aware that all items in the recovery window appear with an envelope icon, regardless of object type. If the item recovered is a non-mail item (such as a contact, appointment, or task), Outlook will recover it properly with the appropriate icon when it appears back in your Deleted Items folder.

To recover deleted items in OWA:

  1. Right-click the Deleted Items folder and then select Recover deleted items... from the menu.
  2. A separate window will open, containing the items that you have deleted within the last 180 days. Check the box next to the items you want to recover, and click Recover in the bottom right-hand corner.
  3. This will place the items into your Deleted Items folder. From there you can move or drag them back to your Inbox, or to any folder you wish.
Note:
If you delete something from the 180-day retention area, or the time limit has expired on an item, it is not recoverable even with administrative intervention.
Warning:
When mail is deleted from Mac OS X Mail, the messages go to the Trash folder as usual. However, messages deleted from this folder do not go to the Exchange retention area, and they are not recoverable. Additionally, mail that is hard-deleted via Option-Delete skips the Trash folder and also does not go into the retention area.

Recovering deleted items from other folders

Every folder in IU Exchange has a deleted items retention area. In Outlook 2016, 2013, or 2010, the deleted items recovery function is enabled on all folders by default. Items find their way into the deleted items retention area of specific folders through various ways; following are some of the most common:

  • If you hard-delete an item (i.e., delete it with Shift-Del)
  • If you delete an item when you are connected to IU Exchange through an IMAP client
  • If you use a PDA with certain synchronization programs (i.e., since some will hard-delete items)

To recover items from the deleted items retention area:

  1. Log into OWA with your IU username and passphrase.
  2. Right-click the Deleted Items folder, or the folder from which you deleted the item, and select Recover Deleted Items....
    Notes:
    • If the whole folder was also deleted, use the Deleted Items folder.
    • Be sure to right-click the folder in the full list of folders, not the one in the Favorites menu.
  3. Right-click the message you wish to recover in the window, and select Recover.

This is document ainh in the Knowledge Base.
Last modified on 2016-09-12 11:17:52.

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