{"id":17885,"date":"2021-07-07T08:16:03","date_gmt":"2021-07-07T08:16:03","guid":{"rendered":"https:\/\/www.backupassist.com\/blog\/?p=17885"},"modified":"2021-07-12T00:26:38","modified_gmt":"2021-07-12T00:26:38","slug":"retaining-deleted-items-in-exchange-mailbox-backups","status":"publish","type":"post","link":"https:\/\/www.backupassist.com\/blog\/retaining-deleted-items-in-exchange-mailbox-backups","title":{"rendered":"How does BackupAssist 365 retain deleted items in Exchange mailbox backups?"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">TL;DR&nbsp;summary&nbsp;<\/h2>\n\n\n\n<ol class=\"wp-block-list\"><li>Microsoft 365 \/ Office 365 provides a <a href=\"#h2-1\">default retention policy<\/a> of 14 days, but it can be configured to a maximum of 30 days.&nbsp;&nbsp;<\/li><li>BackupAssist&nbsp;365 provides a special folder, called \u201cHistorical Items\u201d, <a href=\"#h2-2\">where deleted items are stored.&nbsp;<\/a><\/li><li>BackupAssist&nbsp;365 will <a href=\"#h2-3\">deduplicate deleted items<\/a>, so only the last copy is retained.&nbsp;<\/li><li><a href=\"#h2-4\">Restoring from Historical Items<\/a> is&nbsp;straightforward.&nbsp;<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h2-1\">What retention policy does Microsoft 365 provide?&nbsp;<\/h2>\n\n\n\n<p>Microsoft outlines the options for retaining deleted items in this&nbsp;informative article&nbsp;&#8211;&nbsp;<a href=\"https:\/\/docs.microsoft.com\/en-us\/exchange\/recipients-in-exchange-online\/manage-user-mailboxes\/change-deleted-item-retention\" target=\"_blank\" rel=\"noreferrer noopener\">Change how long permanently deleted items are kept for an Exchange Online mailbox<\/a>.&nbsp;<\/p>\n\n\n\n<p>The key points for administrators are:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Permanently deleted items are kept for 14 days by default, and for up to 30 days if you configure it.&nbsp;<\/li><li>These items can be retrieved from the&nbsp;<strong>Recoverable Items &gt;&nbsp;Deletions<\/strong>&nbsp;folder in each user\u2019s mailbox.&nbsp;<\/li><li>To retain items beyond this time, you&nbsp;can&nbsp;activate&nbsp;<strong>In-Place Hold and Litigation Hold<\/strong>&nbsp;\u2013 which requires an Exchange Online Plan 2 license.&nbsp;<\/li><li>In addition to these retention options, backups are the best option for retaining deleted items.&nbsp;<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h2-2\">BackupAssist&nbsp;365 and its special Historical Items folder&nbsp;<\/h2>\n\n\n\n<p>Let\u2019s&nbsp;say a user permanently deletes an email that was received last week.&nbsp;You\u2019d&nbsp;go to the <em>Historical Items<\/em> folder in the PST backup and retrieve it from there.&nbsp;<\/p>\n\n\n\n<p>Under the&nbsp;<em>Historical Items<\/em>&nbsp;folder,&nbsp;you\u2019ll&nbsp;see the original folder structure for each deleted item.&nbsp;<\/p>\n\n\n\n<p>Here\u2019s&nbsp;a simple example, complete with screenshots. (Click the screenshot&nbsp;to&nbsp;see it in full screen.)&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-table is-style-regular\">\n  <table style=\"border-collapse:collapse;border:none;width:100%;\">\n    <tbody>\n      <tr>\n        <td style=\"padding:10px;border-collapse:collapse;border:none;border-left:1px solid white;background:#f2f2f2;color:#282561;text-align:center;\">\n          1\n        <\/td>\n        <td style=\"width:65%;padding:10px;border-collapse:collapse;border:none;border-left:1px solid white;background:#f2f2f2;color:#282561;text-align:left;\">\n          Email is received into user\u2019s <b>mailbox Inbox.<\/b>\n        <\/td>\n        <td style=\"padding:8px 8px 0px 8px;border-collapse:collapse;border:none;border-left:1px solid white;background:#f2f2f2;color:#282561;text-align:center;\">\n          <div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><a href=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-1a-microsoft-teams-image.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-1a-microsoft-teams-image.jpg\" alt=\"\" class=\"wp-image-17903\" width=\"350\" height=\"301\" style=\"margin-bottom:-10px;\"><\/a><\/figure><\/div>\n        <\/td>\n      <\/tr>\n      <tr>\n        <td style=\"padding:10px;border-collapse:collapse;border:none;background:#e4e5e6;color:#282561;text-align:left;border-left:1px solid white;\">\n          2\n        <\/td>\n        <td style=\"width:65%;padding:10px;border-collapse:collapse;border:none;background:#e4e5e6;color:#282561;text-align:left;border-left:1px solid white;\">\n          Backup runs \u2013 that email is copied into the <b>backup Inbox<\/b>.\n        <\/td>\n        <td style=\"padding:8px 8px 0px 8px;border-collapse:collapse;border:none;background:#e4e5e6;color:#282561;text-align:left;border-left:1px solid white;\">\n          <div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><a href=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-4-microsoft-teams-image.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-4-microsoft-teams-image-1024x532.jpg\" alt=\"\" class=\"wp-image-17906\" width=\"350\" height=\"182\" style=\"margin-bottom:-10px;\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-4-microsoft-teams-image-1024x532.jpg 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-4-microsoft-teams-image-300x156.jpg 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-4-microsoft-teams-image-768x399.jpg 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-4-microsoft-teams-image.jpg 1500w\" sizes=\"auto, (max-width: 350px) 100vw, 350px\" \/><\/a><\/figure><\/div>\n        <\/td>\n      <\/tr>\n      <tr>\n        <td style=\"padding:10px;border-collapse:collapse;border:none;border-left:1px solid white;background:#f2f2f2;color:#282561;text-align:center;\">\n          3\n        <\/td>\n        <td style=\"width:65%;padding:10px;border-collapse:collapse;border:none;border-left:1px solid white;background:#f2f2f2;color:#282561;text-align:left;\">\n          Email is hard deleted from user\u2019s <b>mailbox Inbox<\/b>.\n        <\/td>\n        <td style=\"padding:8px 8px 0px 8px;border-collapse:collapse;border:none;border-left:1px solid white;background:#f2f2f2;color:#282561;text-align:center;\">\n          <div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><a href=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-3a-microsoft-teams-image.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-3a-microsoft-teams-image.jpg\" alt=\"\" class=\"wp-image-17905\" width=\"350\" height=\"301\" style=\"margin-bottom:-10px;\"><\/a><\/figure><\/div>\n        <\/td>\n      <\/tr>\n      <tr>\n        <td style=\"padding:10px;border-collapse:collapse;border:none;background:#e4e5e6;color:#282561;text-align:left;border-left:1px solid white;\">\n          4\n        <\/td>\n        <td style=\"width:65%;padding:10px;border-collapse:collapse;border:none;background:#e4e5e6;color:#282561;text-align:left;border-left:1px solid white;\">\n          Backup runs \u2013 and BackupAssist detects the change. It moves the email from the backup\u2019s inbox to the folder <b>Historical Items\\Inbox<\/b>.\n        <\/td>\n        <td style=\"padding:8px 8px 0px 8px;border-collapse:collapse;border:none;background:#e4e5e6;color:#282561;text-align:left;border-left:1px solid white;\">\n          <div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><a href=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-2-microsoft-teams-image.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-2-microsoft-teams-image-1024x532.jpg\" alt=\"\" class=\"wp-image-17904\" width=\"350\" height=\"182\" style=\"margin-bottom:-10px;\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-2-microsoft-teams-image-1024x532.jpg 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-2-microsoft-teams-image-300x156.jpg 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-2-microsoft-teams-image-768x399.jpg 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/07\/rev-643-screeenshot-2-microsoft-teams-image.jpg 1500w\" sizes=\"auto, (max-width: 350px) 100vw, 350px\" \/><\/a><\/figure><\/div>\n        <\/td>\n      <\/tr>\n    <\/tbody>\n  <\/table>\n<\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h2-3\">How does deleted item deduplication work?&nbsp;<\/h2>\n\n\n\n<p>We\u2019ll&nbsp;only retain items in Historical Items if no other copy of the item exists in the backup.&nbsp;Here are some examples:&nbsp;<\/p>\n\n\n\n<p>An item&nbsp;<strong>is<\/strong>&nbsp;moved to Historical Items:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>The last copy (or only copy) of an item is deleted. It gets moved to Historical Items.&nbsp;<\/li><\/ol>\n\n\n\n<p>An item&nbsp;<strong>is not<\/strong>&nbsp;moved to Historical Items:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>An item is moved from one folder to another. Because it now exists in a different folder, it is not moved to&nbsp;<em>Historical Items<\/em>.&nbsp;<\/li><li>An item is duplicated (for example, using drag and drop in Outlook while holding the Control key), and the duplicates are deleted. Because&nbsp;there\u2019s&nbsp;still at least one copy of the item, it is not moved to&nbsp;<em>Historical Items<\/em>.&nbsp;<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h2-4\">Restoring from Historical Items&nbsp;<\/h2>\n\n\n\n<p>Nothing special needs to be done to restore from Historical Items.&nbsp;To get items back, simply:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Create&nbsp;a copy of your backup PST file.&nbsp;<\/li><li>On the copy, remove the \u201cRead only\u201d flag on that PST.&nbsp;<\/li><li>Open the PST in Outlook.&nbsp;<\/li><li>Find your item and drag it across to&nbsp;your&nbsp;restore destination.&nbsp;<\/li><\/ol>\n","protected":false},"excerpt":{"rendered":"<p>Keeping permanently deleted items in your Exchange mailbox backups is important. Microsoft 365 provides up to 30 days of deleted item retention. Beyond this time, items are deleted for good \u2013 so restoring from backup will be your only option. Let\u2019s see how BackupAssist 365 handles this. <\/p>\n","protected":false},"author":17,"featured_media":17933,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[763,764,95],"tags":[],"class_list":["post-17885","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backupassist-365","category-best-practices","category-guides"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How does BackupAssist 365 retain deleted items in Exchange mailbox backups? - Cyber Resilience Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.backupassist.com\/blog\/retaining-deleted-items-in-exchange-mailbox-backups\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How does BackupAssist 365 retain deleted items in Exchange mailbox backups? - Cyber Resilience Blog\" \/>\n<meta property=\"og:description\" content=\"Keeping permanently deleted items in your Exchange mailbox backups is important. Microsoft 365 provides up to 30 days of deleted item retention. Beyond this time, items are deleted for good \u2013 so restoring from backup will be your only option. 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