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Permanently Deleting an Email and All Temporary Copies of Its Attachments

Background

If you are ever accidentally sent information that you do not have a "need to know" under applicable privacy laws (e.g. FERPA, HIPPA) you may be asked to permanently delete that email from your mailbox and to remove any temporary copies of the email or its attachments that may be stored on your computer.

Permanently Deleting the Email

  1. Log onto webmail.pacificu.edu. Do not choose “Use the light version of Outlook Web App”.
  2. Find and select the email so that it is highlighted.
  3. Hold down shift on your keyboard and press the Delete key on your keyboard.
  4. You will be prompted “Do you want to permanently delete the selected items?”. Choose OK.
  5. Right-click (Windows) or Control-Click (Mac) the Deleted Items folder.
  6. Choose “Recover Deleted Items”.
  7. Find the email in question. Click on it to select it.
  8. Click the “X” button above. When prompted, choose OK.
  9. Do the same for any emails in your Sent Items if you replied or forwarded the message in question.

If You Opened an Attachment on Outlook for Windows

If you opened an attachment in the email in question using Outlook, then the attachment may still be in the temporary folder Outlook uses for these things.

The temporary folder can be in a different place depending on the setup of your computer, but is most likely in: C:\Users[your username]\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook. You may need to enable the ability to view Hidden and Protected Operating files (open a file browser window, click Alt -> Tools -> Folder Options -> View).

Alternately, you can download “Outlook Temp Cleaner,” a free program from http://www.howto-outlook.com/products/outlooktempcleaner.htm (look for the grey download button).

Once you have deleted all copies of the attachment, empty your Recycle Bin by left-clicking on it and choosing Empty Recycle Bin.

If You Opened the Email or an Attachment via Webmail

If you've used webmail to view the email or any attachment thereof, you should clear the browser cache on whichever web browser you used to access webmail. For information about how to clear the cache on various web browsers, see: http://www.refreshyourcache.com/en/home/

If You Opened an Attachment on Outlook for Mac

If you opened an attachment in the email in question using Outlook, then the attachment may still be in the temporary folder Outlook uses for these things.

  1. Open Finder (the program that open when you are viewing folders on your Mac).
  2. Click on the “Go” pulldown menu.
  3. Hold down the Option key on your keyboard. While it is being held down, click the “Library” option in the “Go” menu.
  4. In the “Library” folder, look for a folder called “Cache” or “Caches”, then look for a folder called “temporaryitems” and then “Outlook Temp”. Delete any versions of the email attachment.
  5. Empty your trach by Control-clicking on it and choosing Empty Trash.

Questions

If you have any difficulties following these procedures, contact the Helpdesk at 503-352-1500.


Properties ID: 000226   Views: 1011   Updated: 1 year ago
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