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Troubleshooting Question

emails dissappearing in outlook

mkramer777
mkramer777 asked
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Last Modified: 2020-11-13
I have one email address in outlook that has been having emails dissappear.  In fact, I was in the inbox just a minute ago and there were 20 emails in the inbox and then they dissappeared.  They are not in the deleted items folder.  Any other reason this might happen other than the logical one that someone deleted the inbox and then deleted the deleted emails?


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David FavorFractional CTO
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Distinguished Expert 2019

Commented:
Almost always the backing store server (where messages live) has both POP3 + IMAP4 enabled.

Then some people access the backing store using POP3 + delete messages on server.

Simple Fix: Disable POP3 + force everyone to only connect using IMAP4s (where s == TLS cert encrypted).
Mohammed BasheerInfrastructure Administrator
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Commented:
Another chance, You may have any filter enabled or a rule is set for this address. Please check them.

Author

Commented:
I knew I jumped the gun on asking this.  Someone DID delte the emails about 45 minutes ago from the inbox.  So, here is the question I still need answered:  How did they get into the recovered deleted emails folder so quickly?  What is the timeframe for an email to be deleted and then it goes to the deleted items folder and then to the recover deleted items folder?


Mohammed BasheerInfrastructure Administrator
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Commented:
Depends on the person's actions speed :)
He can delete the emails from inbox, then from deleted items (or even without moving to deleted items folder) as easy as 1..2..3.

Author

Commented:
They did not delete from the deleted items so the question is how long does it take for the deleted items to go to the recover deleted items folder?

Mohammed BasheerInfrastructure Administrator
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Commented:
The default retention policy for deleted items is 14 days. However, it can be modified. If interested reading, the below document explain the deletions specifically.
https://docs.microsoft.com/en-us/exchange/security-and-compliance/recoverable-items-folder/recoverable-items-folder#:~:text=The%20default%20deleted%20item%20retention,quotas%20later%20in%20this%20topic.

Regards

Author

Commented:
Still don't know how the deleted items entered the deleted items folder at around 9am this morning and by 9:30 they were already in the recover deleted items folder.
Mohammed BasheerInfrastructure Administrator
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Commented:
The user deleted the email and it goes to the 'Deleted Items' folder. The user again delete it from the 'Deleted Items' folder (or empty deleted items folder). This moves the email to recoverable folder. Here it will stay for 14 days by default.

Author

Commented:
But that is not what happened.  The user did NOT delete the email from the deleted items folder and it ended up in the recover deleted items folder.  How did this happen? 
Mohammed BasheerInfrastructure Administrator
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Commented:
Did you confirm that he didn't delete from deleted items folder? Then he must have used Shift+delete (holding shift key and press delete will skip moving to 'Deleted items' folder).

Author

Commented:
So shift+delete will go directly to the recover deleted items?

Infrastructure Administrator
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Commented:
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Author

Commented:
You found the answer! Thanks!  

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