Email Recovery

How to Delete Items from the Recoverable Items Folder in Exchange Online

Aamir Naveed Akram Sep 30, 2026 869 views

Question details

An administrator needs to remove old messages from the Recoverable Items folder in Exchange Online but cannot use Content Search and lacks clarity on the necessary tools and permissions.

How to Delete Items from the Recoverable Items Folder in Exchange Online

Product: Exchange Online
Device & OS: not provided
Scenario: An IT administrator is attempting to free up mailbox storage or manage compliance data by permanently purging deleted emails.
Observed behavior: The administrator is unable to clear the Recoverable Items folder using Content Search and needs the correct PowerShell commands and permission requirements to proceed.

Before you start

Before attempting to delete any items, verify whether the target mailbox is placed on Litigation Hold, In-Place Hold, or associated with an eDiscovery case, as these compliance settings will block permanent deletion.

Solution 1Recommended

Clean Up Recoverable Items Using Exchange Online PowerShell

Use Exchange Online PowerShell cmdlets to bypass UI limitations and forcefully purge items, provided holds are temporarily removed.

If Content Search is unavailable or failing, PowerShell is the most reliable method for an administrator to manage the Recoverable Items folder.

Ensure you have authorization from your compliance team before modifying any holds on a mailbox.

Connect to PowerShell

Open PowerShell on your machine and run 'Connect-ExchangeOnline' to authenticate with your administrator credentials.

Check for Active Holds

Run the command 'Get-Mailbox -Identity "UserAlias" | Format-List LitigationHoldEnabled,InPlaceHolds' to see if the mailbox is protected from deletion.

Temporarily Remove Holds

If a Litigation Hold is active, disable it by running 'Set-Mailbox -Identity "UserAlias" -LitigationHoldEnabled $false' (Note: It may take up to 60 minutes for this change to take effect).

Clear the Folder

Use the Search-Mailbox cmdlet (if available in your tenant) by running 'Search-Mailbox -Identity "UserAlias" -SearchDumpsterOnly -DeleteContent'. Alternatively, let the Managed Folder Assistant process the mailbox automatically after the hold is removed.

Clean Up Recoverable Items Using Exchange Online PowerShell

Deprecated Cmdlets: Microsoft is gradually retiring the Search-Mailbox cmdlet. If it is unavailable in your tenant, you must fix your Content Search permissions (see next solution) to use New-ComplianceSearchAction.

Solution 2

Assign Correct Permissions for Compliance Deletion

If you cannot use Content Search, it is highly likely that your administrator account lacks the specific 'Search And Purge' role.

Free Microsoft Office alternative

Looking for a Lightweight Office Suite?

While Exchange Online manages your enterprise emails, you might also need a reliable suite for documents, spreadsheets, and presentations. WPS Office is a powerful, free alternative to Microsoft Office, offering seamless compatibility and a highly intuitive interface.

1. Visit the WPS Website: Navigate to the official WPS Office website on your computer.
2. Download the Installer: Click the 'Free Download' button to get the setup file for your specific operating system.
3. Install and Launch: Run the downloaded installer, follow the simple on-screen instructions, and launch WPS Office to start creating documents.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Lightweight installation ensures fast launch times and smooth performance on any device.Familiar tabbed interface eliminates the need for a steep learning curve.Built-in PDF editing tools for comprehensive document management.

microsoft office alternative - wps office

Frequently Asked Questions

Why can't I permanently delete items from the Recoverable Items folder?

The mailbox is likely placed on Litigation Hold, Retention Hold, or is part of an active eDiscovery case. These compliance features are designed to prevent the permanent deletion of data, even by administrators, until the hold is lifted.

Can an end-user clear their own Recoverable Items folder?

End-users can clear items from their 'Deleted Items' folder, but if Single Item Recovery is enabled or the mailbox is on hold, they cannot permanently purge items from the hidden 'Purges' subfolder. This requires administrative intervention.

What permissions are required to purge emails in Exchange Online?

To search for and delete messages across mailboxes, an administrator must be assigned the 'Search And Purge' role, which is typically configured within the eDiscovery Manager role group in the Microsoft Purview compliance portal.

Migration & Recovery