Backup Outlook deleted items

Question

I have a user who has a large number of emails in their deleted folder (Microsoft 365 Business). I would like to back up those emails. If I create a pst file, will it include those emails? If not, is there another way to accomplish saving those emails?

Answer 1

Hello Matt Devlin1,

Good day! Thank you for posting in Microsoft Community.

As per your given description, I would say yes, if you create a PST file, you can include emails from the Deleted Items folder. Here's a step-by-step guide to help you back up those emails:

1. Open Outlook: Make sure you're using the desktop version of Outlook, as it's needed to create PST files.
2. Go to File: In the upper-left corner, click on File.
3. Select Open & Export: From the menu on the left, select Open & Export, and then choose Import/Export.
4. Choose Export to a File: In the Import and Export Wizard, select Export to a file, then click Next.
5. Select Outlook Data File (.pst): Choose Outlook Data File (.pst) and click Next.
6. Select Folder to Export: You'll see a list of your email folders. Expand the mailbox and select the Deleted Items folder (and any other folders you want to back up). Ensure the option Include subfolders is checked if you want to include all subfolders.
7. Choose Destination: Click Next, then choose where you want to save the PST file. Enter a name for the file and click Finish.
8. Set a Password (Optional): You can set a password for the PST file, but it's optional. If you choose to set a password, make sure to remember it.
9. Complete Export: Click Finish, and Outlook will create the PST file containing the emails from the Deleted Items folder.

Additional Considerations

• Retention Policy: Make sure that the emails in the Deleted Items folder haven’t been permanently deleted or purged according to your organization’s retention policy. If emails are beyond the retention period, they might not be recoverable.
• Archiving: Another option is to use Outlook’s AutoArchive feature to move items from Deleted Items to an archive PST file. This can help manage large amounts of emails more efficiently.
• Microsoft 365 Compliance Center: For more extensive backup needs or if you're dealing with a large volume of emails, you might consider using Microsoft 365's compliance features to export mailboxes. This would involve using eDiscovery or the Microsoft 365 Compliance Center.

Following these steps will allow you to back up the emails from the Deleted Items folder effectively.

If I misunderstand you, please feel free to let me know. I will continue to assist you. Your understanding and co-operation are highly appreciated.

Thanks for your precious time. Have a nice day！

Sincerely,

Nafis Iqbal Shuvo