Emails missing

Marcia Forest-Jones 40 Reputation points
2026-01-26T00:01:00.1933333+00:00

I have copies of emails that have disappeared that I had moved across to dedicated offline folders. They are important records for my business and are no longer in my inbox, sent box, or trash. How do I fix this? The loss of emails appears to have coincided with the micrsoft outlook crash but whilst other issues have resolved, this issue has not.

Outlook | Windows | Classic Outlook for Windows | For business
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Answer accepted by question author
Jayden-P 26,280 Reputation points Microsoft External Staff Moderator
2026-01-26T00:55:51.3333333+00:00

Hi @Marcia Forest-Jones

Thank you for reaching out to our Q&A forum.

Just to clarify, you mentioned about the Outlook incident recently, can you confirm if you are using POP account?

If yes, by default, POP method will delete emails from the server after they got downloaded to your client (unless you ticked the option to keep it on the server). You can check in your provider webmail to see if the specific emails are still stored on the server.

Additionally, you can try repairing your PST file: Repair Outlook Data Files (.pst and .ost) - Microsoft Support

If you are using Exchange/IMAP the emails are stored on the server, please also give it a check.

Exclusively to Exchange, you can check in recoverable items, it is a second stage trash bin, your emails might still be there. (Go to Deleted items > Recoverable items)

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Lastly, reach out to your IT admin to perform a content search (eDiscovery) in Exchange Admin Center, Get started with eDiscovery | Microsoft Learn, your IT admin can help you further from here.

I hope this information helps.

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Answer accepted by question author

AI answer

2026-01-26T00:01:38.83+00:00

If emails have disappeared from your dedicated offline folders in Outlook, it may be due to a filtering issue or a problem with the folder settings. Here are some steps you can take to try to recover your missing emails:

  1. Check for Filters: Sometimes, items may not be visible due to filters applied to the folder. To check and modify filters:
    • In the ribbon, select the View tab.
    • In the Current View area, select View Settings.
    • Select Filter and review the settings to ensure no filters are hiding your emails.
  2. Search for Emails: Use the search function in Outlook to look for the missing emails. Make sure to search in all folders, including the offline folders.
  3. Check Deleted Items: If the emails were accidentally deleted, check the Deleted Items folder. If they are not there, you may be able to recover them if your organization has a retention policy in place.
  4. Repair Outlook Data File: If the issue persists, consider repairing your Outlook data file (.pst or .ost). You can use the Inbox Repair Tool (scanpst.exe) to fix issues with your Outlook data files.
  5. Resynchronize Folders: If you suspect that the issue is related to synchronization, you can try to resynchronize your folders. Right-click on the folder and select Properties, then select Clear Offline Items. After that, press Shift+F9 to force a resynchronization.

If these steps do not resolve the issue, it may be beneficial to consult with your IT department or Microsoft support for further assistance.

References:

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  1. Marcia Forest-Jones 40 Reputation points
    2026-01-27T10:06:35.79+00:00

    Some of my lost emails have re-appeared in the inbox and sent box. A few still missing but it appears my issues are gradually resolving with the available Microsoft online support. Thank you for the trouble shooting suggestions.

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