Microsoft Outlook has become an indispensable tool for email correspondence over the years. However, like any software, Outlook poses occasional bugs and challenges users with its quirks. One such problem is the cryptic reappearance of deleted emails in the inbox. In this article, we will examine potential reasons for this phenomenon along with practical solutions.
It can be confusing as well as frustrating to see deleted emails coming back in Outlook and more often than not, we find ourselves deleting those emails over and over again to no benefit. Instead of knowing the right tactics, we end up experimenting in ways and the only question we have left is ‘why do my deleted emails keep coming back’? Before diving deep into the solutions, let’s take a look at the reasons.
Causes of Deleted Emails Reappearing in Outlook
- Outlook Configuration Issues: Incorrect or improperly configured Outlook settings can also cause deleted emails to keep coming back in Outlook. If, for example, you have Outlook configured to move deleted emails to the ‘Archive’ folder, there could be a synchronization problem between your mailbox and the ‘Archive’ folder, which could cause those deleted emails to reappear in the Inbox.
- IMAP and POP3 Protocols: The problem might be with how Outlook handles deleted emails if you’re using these protocols. Occasionally, while synchronizing, deleted messages may be kept on the mail server and re-download to the inbox.
- Rules and Filters: Another conundrum may have its origins in Outlook’s rules and filters. A repeating loop could be caused by incorrectly configured rules that unintentionally move messages from a ‘Deleted Items’ folder back into the ‘Inbox.’
- A corrupted or inaccessible Outlook data file (OST): The Outlook data file can at times exhibit irregularities that could cause Outlook to malfunction or lose email data.
- Faulty Add-ins: Add-ins are extra software elements that can improve Outlook’s functionality but can also cause problems if they are incompatible or have bugs.
Whether you are using Windows or Mac, reappearing deleted emails can cause stress and loss of productive hours. If you have also faced this issue and cannot stop deleted emails from coming back, follow these tricks and you may be able to resolve the issue:
How to Stop Deleted Emails from Coming Back in Outlook?
1. Turn on ‘Empty Deleted Items folders when exiting Outlook’
You need to make sure that the deleted emails are staying deleted when exiting Outlook. To ensure that, you can enable Outlook’s ‘Empty Deleted Items folders when exiting Outlook’ feature. Here are the steps to follow:
- Go to Outlook and open ‘Options’ under ‘File’ menu
- Open ‘Advanced’
- Select the ‘Empty Deleted Items folders when exiting Outlook’ checkbox located under the Outlook start and exit section
- Click ‘OK’
This setting will stop deleted emails from coming back into Outlook. If it’s already enabled and the issue persists, try the next step.
2. Turn off faulty add-ins
Outdated or conflicting add-ins can occasionally lead to strange behavior in Outlook. It may be possible to determine which add-ins are causing the issue by temporarily turning them off. Use the following steps:
- Close Outlook
- Start the Outlook in a safe mode by pressing the ‘Windows + R’ keys and typing ‘Outlook /safe’
- Click ‘OK’
- If you are unable to view the deleted emails in Safe Mode, it is due to the faulty ‘Add-ins’
- To access add-ins, click ‘Options’ under ‘File’
- Locate ‘Manage Com-in Add’ by scrolling down and selecting the ‘Go’ option
- Mark all checkboxes next to the listed add-ins, click ‘OK’
- Restart the Outlook outside the safe mode. If the issue is resolved, reintegrate Add-ins one at a time to locate the add-in causing the issue and remove it permanently.
3. Disable Leave a copy of messages on the server:
If you have set up your IMAP or POP3 account in Outlook and are experiencing issues with deleted emails appearing again, this solution is for you. You need to set up one-way synchronization to unsubscribe from the email folder that is causing the issue. Follow these steps to reset IMAP and POP3 protocols:
- Open Outlook and go to ‘Account Settings’ under ‘File’
- Choose your IMAP or POP3 account, then click ‘Change’
- Under the ‘Advanced’ tab, select ‘More Settings’
- Unmark ‘Leave a copy of messages on the server’
4. Remove everything from the Recoverable Items folder
The ‘Recoverable Items’ folder serves as a safety net in case you want to retrieve items that were unintentionally erased. However, this folder also consists of all deleted items, and occasionally, erased emails could remain in this folder and resurface in the inbox. Follow these steps to solve this problem permanently by completely deleting these objects from the folder.
- To open Windows PowerShell (Admin), press the Windows key + X
- Execute the subsequent commands now:
Search-Mailbox -Identity “xxxx yyyy” -SearchDumpsterOnly -TargetMailbox “Discovery Search Mailbox” -Target Folder “xxxxyyyy-Recover ableItems” -Delete Content With this method, the mailbox will be deleted, but its contents will be copied to another mailbox.
- Use this command in its place if you wish to prevent data from saving:
Search-Mailbox -Identity “xxxx yyyy” -SearchDumpsterOnly -DeleteContent
- Please remember that the parameters must be adjusted to match those on your PC
5. Rebuild OST File
Outlook utilizes a file called an ‘Offline Storage Table’ to keep a local copy of your mailbox data on your PC. As a result, you can access and use your calendar, emails, and other files even when you are not logged into the Exchange server. To resolve the issue, you will need to create a new local copy of your mailbox data (OST). This can assist in resolving any corruption or synchronization problems that may be bringing back deleted files. Follow these steps to recreate the OST file:
- Input ‘%LOCALAPPDATA%/Microsoft/Outlook’ by pressing ‘Windows + R,’ then select ‘OK’
- To access the default OST file location, you can right-click on your email in Outlook’s left pane and choose ‘Open File Location’
- Locate the OST file you want to backup, then copy it somewhere safe
- The default OST file should be deleted after the backup
- Restart Outlook
Outlook will automatically generate a new OST file at the same default location since it cannot locate the previous OST file. Additionally, it will synchronize every email item and folder from the mailbox server. To make sure deleted emails are gone, check your email folders.
While recreating the OST file might prevent the emails from reappearing, it could also lead to missing emails, contacts, calendar items, etc. If that is the case, you can utilize software to convert the backup OST file and extract the missing data in PST format. One such powerful tool is the Stellar Converter for OST.
Stellar OST to PST Converter software supports Outlook 2021, 2019, and other previous versions. Individuals can utilize the software to save converted PST data in several formats including MSG, EML, HTML, PDF, RTF, MBOX, and DBX.
Conclusion
Several individuals using Outlook often question ‘Why Do Deleted Emails Keep Coming Back in Outlook’ without having clarity on the next steps. Although deleted emails occasionally resurface in the Outlook inbox, users can get out of this perplexing situation and resume email management by looking into rules and filters, checking Outlook settings, recreating OST files, and, if necessary, seeking help from professional tools.