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Delete, Trash and the recycle bin

Deleting is two steps: into your own Trash, then from there into the organisation’s recycle bin, where an administrator can restore it for 60 days. A business can switch deleting off.

Deleting an email is two steps, so nothing important disappears by one wrong press.

  1. Delete moves it into your own Trash. Only you see your Trash, and nobody else’s mail changes.
  2. Deleting it again from Trash sends it to the organisation’s recycle bin. It leaves everybody’s mail, and an administrator can restore it for 60 days.

Deleting

  • Tick one or more emails in a folder and press Delete.
  • Or open a conversation and press the bin at the top: the whole conversation goes to your Trash.
Trash open with one email, Invoice INV/2026-27/0002 is past due, and a line above it reading Only you see your Trash. Deleting from here sends an email to the organisation’s Recycle bin, where an administrator can restore it for 60 days.
Your Trash. The line at the top says what the next delete does.

From Trash

  • Tick and press Restore, or open it and press Put back, and it returns to the folders it came from.
  • Tick and press Delete to send it to the recycle bin. You are asked first.
A dialog reading Delete this email? They leave everybody’s mail and go to the organisation’s Recycle bin, where an administrator can restore them for 60 days, with Cancel and Delete.
The question before the second step.

The recycle bin

Deleted emails join deleted leads, customers and other records under Settings › Recycle bin, marked Email, with who deleted them, when, and how many days are left.

Settings, Recycle bin, with one row: Invoice INV/2026-27/0002 is past due, labelled Email, deleted 05 Oct 2026 by Govind Dadhich, 60 days left, and a Restore button.
An email in the recycle bin, with 60 days left to restore it.
  • Emails are shown to administrators: whoever may edit Business profile, the same people who decide who reads whose mail.
  • The subject is shown only where mail sharing lets that administrator read the email. Otherwise the row says whose email it was, and that their mail is private.
  • Restore puts the email back for everybody and takes it out of every Trash.
  • After 60 days an email can no longer be restored.

A scheduled email

Deleting an email that is still waiting in Scheduled stops it going. It is kept, marked as never sent, rather than sent after you deleted it.

Switching deleting off

Some businesses keep every email. Under Settings › My email › Workspace email, Deleting email has one switch: Let people delete email. It is on unless an administrator turns it off, and changing it needs edit on Business profile.

The Deleting email card with the switch Let people delete email turned on, and the explanation that Delete moves an email to that person’s own Trash and deleting it again from Trash sends it to the organisation’s Recycle bin, where an administrator can restore it for 60 days.
One switch for the whole business. The line under it says what each setting means.
  • Off: nobody has Delete, in a folder or in a conversation, and the server refuses it as well.
  • Everything else in the mail panel works as usual.
  • Emails already in somebody’s Trash stay there, and the Trash folder stays while it holds anything, so they can still be put back.

A worked example

An overdue reminder went to Meera twice by mistake. Govind ticks one copy in Sent and presses Delete; it moves to his Trash. A week later he deletes it from Trash, and it goes to the recycle bin. His administrator could restore it until 60 days have passed.

Next in email Clean up: unsubscribe, block and archive by sender → Keyboard shortcuts and the command bar →

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