Accidentally deleting a folder in Outlook 365 can be a frustrating experience, especially when it contains important emails, contacts, or other essential items. But the good news is that Microsoft has designed Outlook 365 with several built-in recovery features that allow users to restore deleted folders often with just a few clicks.
How Deletion Works in Outlook 365
Before diving into recovery methods, it’s important to understand what happens when a folder is deleted in Outlook 365.
Soft Delete vs. Hard Delete
Soft Delete: When you delete a folder using the "Delete" key or right-click > "Delete", the folder and its contents are moved to the Deleted Items folder. This is a soft delete, and the folder can be recovered easily unless it is manually removed from Deleted Items or permanently deleted.
Hard Delete: If you delete a folder from the Deleted Items folder or use Shift + Delete, the action is considered a hard delete. These items are moved to the Recoverable Items folder and may only be accessible for a limited time (typically 14 to 30 days, depending on your organization's retention policy).
Step-by-Step Guide to Recovering a Deleted Folder
Let’s walk through each recovery method, starting from the easiest.
Method 1: Check the Deleted Items Folder
The Deleted Items folder is the first place you should look after accidentally deleting a folder.
Steps:
Log in to your Outlook 365 account via the web (Outlook on the web) or desktop app.
Navigate to the Deleted Items folder in the left-hand folder pane.
Look through the list for your deleted folder.
Right-click on the folder and choose Move or Restore to move it back to your Inbox or original location.
Tips:
You may need to scroll if you’ve deleted several folders or emails recently.
Use the search bar within Deleted Items to help locate your folder.
Method 2: Recover Items from the Recoverable Items Folder
If you’ve already emptied your Deleted Items folder, Outlook may still be able to recover your folder through the Recoverable Items folder.
Steps (Outlook Web Version):
Open Outlook 365 in your browser.
On the left pane, select Deleted Items.
At the top of the message list, click "Recover items deleted from this folder."
A pop-up window will appear with a list of recoverable items.
Locate your folder (folders may appear as individual emails if not preserved as a whole).
Select the items and click Restore.
Steps (Desktop App):
Click on the Folder tab in the Ribbon.
Click "Recover Deleted Items".
Select the items you want to recover.
Click Restore Selected Items.
Note:
Entire folders may not be recoverable from this location as folders themselves may not be listed—only the messages that were inside them. You may need to recreate the folder manually and restore the emails into it.
Method 3: Use Outlook Desktop’s Search Capabilities
If you can’t find the folder but remember some of the content inside it, search for specific emails or keywords using the search bar.
Steps:
Type a known keyword or email subject into the Search bar.
Check the email’s folder path by opening the email and clicking File > Properties.
If the message was from a deleted folder and still exists, use the path to help you locate where it’s stored now.
You can then move it to a new folder you create.
Pro Tip:
This method is helpful when only some emails from the folder were deleted, or if you’re unsure whether the whole folder was deleted or just moved accidentally.
Method 4: Recovering Folders from Outlook Web Archive
Outlook 365 includes an Archive folder that sometimes receives items automatically via rules or user error.
Steps:
Open Outlook 365.
Navigate to the Archive folder in the folder pane.
Search or scroll through to see if your deleted folder was miscategorized and sent here instead.
If found, right-click and Move it back to the desired location.
Method 5: Check in Other Folder Locations
Sometimes folders get moved accidentally, especially if you’re working on a mobile device or using drag-and-drop.
Suggestions:
Expand all folder sections.
Use the Folder Pane Reset option to refresh the folder tree (in desktop version).
If you suspect a rule moved the folder, review your Rules & Alerts settings.
Method 6: Use PowerShell for Advanced Recovery (Admin Only)
For Office 365 administrators or IT professionals, PowerShell offers advanced recovery options if the user has a retention policy in place or if items were removed due to automated cleanup.
Steps:
Connect to Exchange Online PowerShell.
Run the command:
sql
CopyEdit
Search-Mailbox -Identity "User Name" -SearchQuery "Subject:'your subject'" -TargetMailbox "AdminMailbox" -TargetFolder "Recovery"
Review and recover the content.
Note:
This requires admin permissions and should only be done with proper knowledge of Exchange Online.
Method 7: Contact Microsoft 365 Support
If all else fails and the data is business-critical, Microsoft Support may be able to help—especially if it’s within the data retention timeframe. Microsoft keeps backups for a limited window and can sometimes assist in recovery.
What You’ll Need:
User email ID.
Approximate date of deletion.
Type of folder (Inbox, Custom, etc.).
This route is typically used in enterprise environments.
Understanding Retention Policies and Time Limits
Microsoft 365 retention policies determine how long deleted data can be recovered. Here’s a breakdown:
Deleted Items: Items stay here until the folder is emptied manually or by policy.
Recoverable Items: These can be restored for up to 14–30 days.
Retention Policies: Admins can set custom policies to retain deleted items for 90 days or more.
Litigation Hold/ In-Place Hold: Organizations using legal holds can retain data indefinitely—even if it's deleted.
Preventing Folder Loss in the Future
Now that you've recovered your folder, take a few steps to prevent future loss:
1. Use Folder Naming Conventions
Clear, consistent folder names help you quickly spot changes or deletions.
2. Archive Older Emails
Keep older folders archived rather than cluttering your active mailbox.
3. Enable Auto-Archive or Backup
Enable automatic archiving for older folders or consider using third-party Outlook backup tools.
4. Restrict Folder Deletion Permissions
In shared mailboxes, set permissions to prevent accidental deletion.
5. Regularly Export Your Mailbox
Go to File > Open & Export > Import/Export > Export to a File. Save a copy of your folders periodically.
What If the Folder Contained Calendar or Contact Items?
If the deleted folder contained calendar items or contacts:
Check the Deleted Items folder first.
Use Recover Deleted Items from Server option in the Folder tab.
If using the Outlook desktop app, search with filters such as "Contacts" or "Calendar" to narrow results.
These items are treated like emails but are stored in specialized folders—Outlook will still try to recover them in the same way.
