Retrieve Emails from Exchange Server- Simple Tricks & Tips
Sometimes, we accidentally delete some of the important Emails from Exchange Mailbox, and when we need them, we begin to look for the retrieving methods. We all know that there are several ways to retrieve emails from Exchange Server. But by default, the deleted mailbox items exist in the database only for a period of around 14 days. Therefore, we as a user can retrieve deleted items by creating a user object and thereafter connecting the user account to the mailbox that is no longer connected, within the specified period of 14 days.
Instant Solution: If you want to export Exchange contacts to PST format in the most convenient and easiest manner, then you are suggested to use Exchange Recovery Utility. It is a smart way to repair Exchange mailboxes.
How to Retrieve Emails from Exchange Server Manually
1. Retrieve Exchange Mailboxes Using Outlook Web Access
An Outlook Web Access (OWA) user or MS Outlook user can retrieve the deleted emails from the Deleted Items folder by simply right-clicking on the folder and selecting Recover Deleted Items option. Next, individual email items can be selected and can retrieve them back to their respective folders.
Retrieve Deleted Mailbox
Before starting the process of the deleted mailbox recovery procedure, it is always necessary to mention that only a single user can be connected to the Exchange Mailbox because Global Unique Identifiers (GUID) is required to be unique in the entire forest.
1. In MS Exchange Server Manager, navigate to Exchange Server Manager which stores all the disconnected or deleted Emails.
2. Now, Mailbox Store → click Mailboxes to find all the deleted Emails.
3. After that, find a mailbox and verify that it is not marked as ‘disconnected.’
4. Now, Right-click on the Mailboxes → Choose Cleanup Agent → Select the disconnected mailbox that is required to be retrieved → click Reconnect.
5. Select the user account to which the mailbox is to be connected → Click OK to continue with the procedure to retrieve Emails from Exchange Server.
How Exchange Server Manage Deleted Items
Exchange Server usually keeps the deleted items in the Deleted Items Folder for a short duration around a month. After that, the deleted items are removed from the Deleted Items folders as well but are kept by the Exchange database for about 14 days.
Microsoft Exchange provides an overall 45 days period to retrieve emails from the Exchange Server if the user needs them. After this period, it is not possible to retrieve the deleted mailbox items. However, you can set Mailbox Retention duration up to n days. Follow the below-given steps to set the Retention Duration:
1. Install Exchange Admin Center → click Servers.
2. Now, choose the particular database tab → select database.
3. Click the Pencil icon for editing the settings. Alternatively, you can also double-click on the database name for doing the editing.
4. Click Limits option → change the duration of days under “keep deleted items for (days),” from 14 days.
2. Retrieve Deleted Mails from Exchange Server through Exchange Management Shell
Retention period can be extended via Exchange Management Shell. This can only be understood with the help of the below-given Example:
To Retrieve Single User Mailbox:
To set user XYZ mailbox for keeping the deleted items for the duration of 30 days. Run the below-given command in the Exchange Management Shell:
“Set-Mailbox -Identity “XYZ” -RetainDeletedItemsFor 30”
To Retrieve Multiple User Mailboxes:
To restore deleted items for the duration of 30 days for all the user mailboxes within an organization. Following command is required to run in Exchange Management Shell:
“Get-Mailbox -ResultSize Unlimited -Filter {(RecipientTypeDetails -eq ‘UserMailbox’)} | Set-Mailbox -RetainDeletedItemsFor 30”
When the deleted mailbox retention period is extended, you can retrieve Mailboxes from Exchange EDB files within the, particularly defined duration. Even though there are various methods available for the recovery of deleted mailbox, all these techniques require careful execution and a technically sound user as they involve the higher possibilities of data loss.
Retrieve Emails from Exchange Server Using Automated Solution
Exchange Recovery Utility is an efficient and professional third-party tool which allows you to retrieve deleted emails as well as attachments that cannot be retrieved with the help of manual recovery methods. This tool can retrieve Deleted Mailboxes to Live Exchange Server, MS Outlook and Office 365. It is also capable to retrieve Private and Public Folders and STM files as well. Date and Time-based filtering can also be applied while using this tool.
Related: How to Split Exchange Database?
Conclusion
To Retrieve Emails from Exchange Server is not an easy task. As discussed above, there are two Manual methods available to retrieve the Deleted Mailboxes from Exchange Server. But, these methods require technically sound person because it is a quite complex task. One can also retrieve the Exchange Mailboxes using a third-party tool. This method lets you reliably and efficiently retrieve the Emails without consuming Much time. This is the reason that Professional Third-Party Application is more preferred over various Manual Techniques.