Exchange Server 2010 has a mechanism called “Deleted Item Retention” that allows you to set up the days that emails will remain on the system after being deleted by the user.

1 · How to set up the retention?

The default value of this parameter is 14 days. Exchange administrators can modify this value from the Exchange management console.

  1. Open the Exchange Server 2010 management console.
  2. Drop down the menu on the left panel.
  3. Go to “Organization settings”.
  4. Select “Mailbox”.
  5. The available databases will appear on the right panel.
  6. Right-click on the name of the database to which we want to modify the “Deleted Item Retention“.
  7. In the context menu, select “Properties”.
  8. In the database properties form, select “Limits“.
  9. You can now change the value of “Save deleted items for (days)”.
  10. Now you just must accept the changes made by clicking on the “Accept” button.

When the user deletes an email item, it will stay on the system for the number of days specified in the “Deleted Item Retention” and the user will be able to retrieve them from their Outlook or from the OWA panel.

2 · How to retrieve deleted items?

From Outlook

  1. Open Outlook
  2. Go to the mailbox
  3. At the “ribbon”, select the “Folder” option.
  4. Click on “Retrieve deleted items”.
  5. The deleted emails list will appear.
  6. Select the emails you want to retrieve.
  7. Click on “Retrieve deleted items

From OWA

  1. Log in at OWA.
  2. In the left panel, click on the “Deleted items” folder.
  3. In the context menu, select “Retrieve deleted items”.
  4. 4The deleted emails list will appear.
  5. Select the emails you want to retrieve.
  6. Click on “Retrieve deleted items

Following this system, you can only retrieve mail items that have been permanently deleted from the mailbox.

If the mail items haven’t been permanently deleted, you will find them and retrieve them from the “Deleted items” folder in Outlook or OWA.

TAGS: Deleted Item Retention, Exchange Server 2010, Mailbox

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