Recover a Removed Attachment in Outlook 365

This guide shows you how to get back an attachment you accidentally deleted from an email in Outlook 365. You’ll learn the built-in recovery options first, then the more powerful server-side tools that work even after the Deleted Items folder is emptied. No special software is needed, just your Outlook 365 account and, in some cases, admin access to the Exchange admin center.

What You’ll Need

• Access to your Outlook 365 account (web or desktop app)
• If the attachment is not in Deleted Items, you may need admin permissions in the Microsoft 365 admin center (Exchange admin center) to use the litigation hold or eDiscovery tools
• An active internet connection

Step-by-Step

Method 1: Recover from Deleted Items (Quickest)

1. Open Outlook 365 (either the desktop app or the web version at outlook.office.com).
2. In the left navigation pane, click on Deleted Items (in the web version, it might be called Deleted Items or Trash).
3. Look for the email that contained the attachment. If you deleted the entire email, the attachment is still inside that email.
4. Right-click the email and select Move > Inbox (or any folder you prefer). This restores the email and its attachment.
5. If the email is not there, click Recover items deleted from this folder at the top of the Deleted Items list. This opens a separate window showing items deleted within the last 30 days.
6. Select the email, click Restore, and then confirm. The email (with the attachment) returns to your Deleted Items folder.

Method 2: Recover from Junk Email

1. If the email with the attachment was mistakenly marked as spam, go to the Junk Email folder.
2. Find the email, right-click it, and select Not Junk > Always trust sender (or just Not Junk).
3. The email moves to your Inbox with the attachment intact.

Method 3: Use Litigation Hold (Admin Required)

1. If the item is older than 30 days or was permanently deleted, you need an admin account. Go to admin.microsoft.com and sign in.
2. Navigate to Admin centers > Exchange.
3. In the Exchange admin center, go to Recipients > Mailboxes.
4. Find the user whose attachment was deleted, select them, and click Edit (pencil icon).
5. Go to Mailbox features > Litigation hold > Enable. Set a hold duration (e.g., 30 days). This preserves all deleted items.
6. Wait a few hours for the hold to take effect.
7. Now, use the Content Search tool (in the Security & Compliance center) to find the email. Go to protection.office.com > Search > Content search.
8. Create a new search, specify the user’s mailbox, and use keywords like the sender’s name or subject line.
9. Once the search finds the email, select it and click Export results. Download the PST file, then open it in Outlook to retrieve the attachment.

Method 4: Check the Original Email in Sent Items

1. If you sent the email with the attachment and later deleted it from your Sent Items, go to Sent Items.
2. If it’s not there, check Deleted Items for the sent email.
3. Open the email and re-save the attachment to your computer.

Common Mistakes

• Emptying Deleted Items immediately: Once you empty the Deleted Items folder, the 30-day recovery window still applies, but many users don’t know about the “Recover items” button and assume it’s gone forever.
• Not checking Junk Email: Attachments from unknown senders often land in Junk. Always check there before assuming the email was deleted.
• Overwriting the file: If you saved the attachment to your computer and then replaced it with a new file of the same name, the original is gone unless you have File History or a backup.
• Using the wrong admin portal: Litigation hold and content search are in the Exchange admin center and Security & Compliance center, not the main Microsoft 365 admin center.

Tips

• Act fast: The standard recovery window in Outlook 365 is 30 days for items in Deleted Items. After that, only litigation hold or eDiscovery can help.
• Don’t empty Deleted Items: Let Outlook auto-purge items after 30 days instead of manually emptying the folder. This gives you more time to recover.
• Use the web version for recovery: The “Recover items deleted from this folder” option is more visible and reliable in Outlook on the web than in the desktop app.
• Enable litigation hold proactively: If your organization deals with important attachments, ask an admin to enable litigation hold for all mailboxes. This preserves everything indefinitely.
• Save attachments immediately: When you receive an important attachment, save it to a local folder or cloud drive right away. Don’t rely on email retention.

Troubleshooting

• “Recover items” button is greyed out: This happens when the folder is not a standard Deleted Items folder, or when the mailbox is on an older server. Try using the desktop app instead of the web version, or contact your IT admin.
• Item not found in Content Search: If litigation hold was enabled after the deletion, the item might not be indexed. Wait 24 hours and try again. Also, ensure you’re searching the correct mailbox and using the right date range.
• Export fails or is empty: The PST export can take time. Check the export job status in the Security & Compliance center. If it’s empty, the item may have been purged before the hold was applied.
• Cannot access admin center: You need global admin or Exchange admin role. If you don’t have it, ask your IT department to perform the recovery.
• Attachment is there but won’t open: The file might be corrupted. Try downloading it again, or open it in a different program. If it’s a known file type, check if your antivirus is blocking it.

Frequently Asked Questions

Can I recover an attachment if I emptied the Deleted Items folder?

Yes, within 30 days of the deletion. Go to Deleted Items and click “Recover items deleted from this folder.” Items are kept for 30 days after permanent deletion.

How long does Outlook 365 keep deleted emails?

By default, deleted items stay in the Deleted Items folder until you empty it, but the recoverable items (after emptying) are kept for 30 days. Litigation hold can extend this indefinitely.

Does recovering the email also recover the attachment?

Yes, the attachment is part of the email. When you restore the email, the attachment comes back with it.

Can I recover an attachment from an email I sent but deleted?

Yes, the same steps apply to Sent Items. Check Deleted Items for the sent email, or use the recoverable items feature.

What if the attachment was removed from the email but the email is still there?

This is rare in Outlook 365. If the attachment was stripped (e.g., by a security policy), it cannot be recovered from the email itself. Check if the sender can resend it, or look in your local cache or backup.

Is there a way to recover an attachment from a shared mailbox?

Yes, if you have access to the shared mailbox, the same recovery steps apply. If not, an admin can use Content Search to find and export the item.

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