90-day deletion policy - Deleting items in the Deleted Items folder FAQ

90-day deletion policy - Deleting items in the Deleted Items folder. What is this?
Items that have stayed in your Deleted Items folder for 90 days will be automatically deleted. The policy is enforced by predefined settings that automatically delete items that have stayed in your deleted items folder for more than 90 days.

Why is the policy being implemented?
The policy was previously enforced in the University, but stopped working some years ago, due to system changes. We are now re-implementing it to optimise storage, align data compliance and improve service.

Can I opt out of this policy?
You cannot opt out of this policy. If an email or item is important, don't delete it. If you already have, please move it out your Deleted Items folder.

Is the policy applicable to all folders in my email account?
No, this policy only applies to your Deleted Items folder.

When will the policy take effect again?
The policy will be reactivated in April 2026 it may take up to 3 months for the policy to begin to take full effect on items in your deleted items folder. When the policy is re-implemented, you will begin to see the date an item in your deleted items folder will be deleted (expire).

Where do the items that are deleted from my deleted items folder go?
Deleted items are moved to the Recoverable Items folder, where they stay for another 14 days, before they are permanently deleted.

Can I recover an email after it's been deleted by the policy?
Items deleted from your Deleted Items folder can typically be recovered within 14 days after deletion. To recover items deleted by the policy check in the “Recoverable Items Folder”.

Please note that Outlook for Mac does not have a direct "Recover Deleted Items from Server" button in the client; you must use the web version (OWA) to access the true Recoverable Items folder.

Also, the Recoverable Items folder cannot be accessed via mobile browsers, only on PC or Mac.

How can I recover emails from the Recoverable Items folder?
Access the Recoverable Items folder through your email client’s menu. For Outlook desktop, this is under the "Recover Deleted Items from Server" menu. See guide for Outlook client in the link below.

https://support.microsoft.com/en-us/office/recover-and-restore-deleted-items-in-outlook-49e81f3c-c8f4-4426-a0b9-c0fd751d48ce#picktab=classic_outlook

What happens if I need help recovering an email?
Contact IS Helpline for assistance, especially if you encounter any issues recovering emails from the Recoverable Items folder.

How can I prevent important emails from being deleted?
Move important emails away from your Deleted Items folder to another folder, before they are deleted. Any mail that stays longer than 90 days in the deleted items folder will be deleted by the policy.

Will I receive a notification before emails are deleted?
No, the policy will not notify you when emails are about to be deleted. In Outlook, you will be able to see the dates when an email in your deleted items folder will expire (be deleted by the policy).

Where can I check when an email/item in my deleted items folder will be deleted?
In Outlook desktop or on the web, you can check the date an item will be deleted (expire), by clicking on an email/item and reading the inline notification displayed by the policy, on top of the email/item.

if I recover an item from the Recoverable Items folder, where does it go to?
regardless of where an item or email has been deleted from, they are restored to your deleted item folder when recovered from your Recoverable Items folder. You can then move the item to a desired folder afterwards.

I have enabled the Empty Deleted Items folders when exiting Outlook option. Will this be overridden by this policy? 
The Empty Deleted Items folders when exiting Outlook option is a user defined Outlook setting and not overwritten by the 90 day Policy. This is because this action clears your deleted items folder immediately, when the user closes Outlook. The deletion policy only acts on what is left in the Deleted Items Folder and does not stop items from being deleted sooner. (This action is similar to you going into the deleted items folder and manually deleting items from there).

Who should I contact if I have more questions about this policy?
Reach out to IS Helpline for further inquiries.

Where can I find additional information?
You can find more details in the [EdWeb Announcement] or on our SharePoint Page. These resources will be regularly updated with any new information and FAQs.