Made a Mistake? Here’s Exactly How to Recall an Email in Outlook Successfully

Have you ever clicked “Send” too quickly and instantly regretted it? Maybe the email had a typo, an incorrect attachment, or was sent to the wrong person. Luckily, Microsoft Outlook offers a helpful feature that gives you a second chance. If you’re asking how do you recall an email in Outlook, this guide will walk you through the steps, limitations, and best practices for message recall.

Whether you’re using Outlook in a corporate setting or just want to undo a slip-up, mastering the recall feature can be a valuable skill.

What Does It Mean to Recall an Email in Outlook

To recall an email in Outlook means to attempt to delete an unread message from the recipient’s inbox. This can also include replacing the original email with a corrected version. The feature is called “Recall This Message” and is only available under specific conditions.

Unlike Gmail’s short undo window, Outlook’s recall feature offers more functionality—but it only works if both you and the recipient are in a compatible Microsoft environment.

When Can You Recall an Email in Outlook

Before attempting to recall an email, it’s essential to understand the requirements. The feature only works if:

• Both you and the recipient use Microsoft Exchange or Microsoft 365 accounts
  
• You are both part of the same organization
  
• The email is still unread in the recipient’s Inbox
  
• The recipient is using the Outlook desktop app (not Outlook web or mobile)
  
• The message hasn’t been moved by rules or filters
  

If any of these conditions are not met, your recall attempt may fail.

How Do You Recall an Email in Outlook (Desktop)

Step-by-Step Instructions

1. Open Outlook and Go to Sent Items
   Find the email you want to recall in the Sent Items folder.
   
2. Open the Email in a New Window
   Double-click the email to fully open it. The recall feature won’t work in the preview pane.
   
3. Click on the Message Tab
   In the toolbar, go to the Message tab, then locate the Move group.
   
4. Select Recall This Message
   Click on Actions, and choose Recall This Message from the dropdown menu.

5. Choose Your Recall Option
   A popup will appear with two options:
   
   • Delete unread copies of this message
     
   • Delete unread copies and replace with a new message
     
6. Confirm and Complete
   Click OK. If you selected to replace the message, Outlook will reopen the original email so you can make edits before sending it again.
   

What Happens After You Recall an Email in Outlook

Once you recall the email:

• If it is still unread and in the inbox, Outlook will delete the message or replace it.
  
• If the email has been read, moved, or the recipient doesn’t meet the criteria, the recall will fail.
  
• You will receive an update from Outlook informing you whether your recall was successful or not.
  

How to Replace an Email After Recall

If you choose to replace the message, you’ll be able to edit the email before resending. This is especially useful if the original email had missing information or incorrect details.

After editing the message, click Send, and the new version will be delivered to the recipient (assuming the recall was successful).

Why Your Outlook Email Recall Might Fail

Recalling an email in Outlook doesn’t always work. Here are some reasons why the recall might fail:

• The recipient opened the email before the recall request was processed
  
• The email was moved to another folder via a rule
  
• The recipient is using a non-Outlook client (like Gmail or Apple Mail)
  
• The message was sent to an external contact or domain
  
• The recipient is using Outlook Web or a mobile version
  

These limitations mean you should act quickly and always double-check your recipients before sending sensitive content.

Alternatives if Recall Fails

If your recall fails, don’t panic. You can still manage the situation professionally.

• Send a correction email with updated information
  
• Apologize briefly and clarify the mistake
  
• Follow up with a phone call if the content was sensitive or time-critical
  
• Enable delayed delivery for future emails to give yourself a buffer window
  

How to Delay Sending Emails in Outlook

To prevent mistakes in the future, you can delay email delivery. This gives you time to cancel or revise an email before it is actually sent.

Set Up Delayed Delivery

1. Compose your email
   
2. Click Options in the ribbon
   
3. Select Delay Delivery
   
4. Under Delivery Options, check Do not deliver before, and choose your desired date and time
   
5. Click Close, then Send
   

Your email will stay in the Outbox until the scheduled time, allowing you to change or delete it if needed.

Best Practices for Using Outlook Email Recall

To increase your chances of success when using the recall function:

• Use it immediately after realizing the error
  
• Confirm the recipient is within your organization and using the Outlook desktop app
  
• Use clear subject lines and preview text to reduce confusion
  
• Always have a backup plan in case the recall doesn’t work
  
• Avoid sending critical messages without reviewing multiple times
  

These practices help you avoid errors and build better communication habits.

Frequently Asked Questions (FAQs)

How do you recall an email in Outlook after it’s been read?

You can’t recall an email after it’s been read. Once opened, Outlook disables the recall function for that message.

Can I recall an email in Outlook Web or Mobile?

No, the recall feature is only available in the Outlook desktop application with Microsoft Exchange or Microsoft 365.

Will the recipient know I tried to recall the message?

Yes, if the recall fails, the recipient will receive a notification that you tried to recall the email.

Can I recall an email sent outside my organization?

No, the recall option only works within the same Exchange or Microsoft 365 organization.

What if I want to correct the email instead of just deleting it?

Use the option to delete and replace the original message. You’ll be able to edit and resend it immediately.

Now that you know how to recall an email in Outlook, you’re better equipped to fix email mistakes quickly and efficiently. While the feature isn’t foolproof, it can save you in the right scenario—especially if the message was sent internally and hasn’t been read yet.

Understanding its limitations and using tools like delayed delivery can help you avoid issues altogether. As a best practice, always review your emails before sending and act fast if something slips through.