Ever hit “Send” too soon and instantly wished you could take it back? Whether it’s a typo, a missing attachment, or an email sent to the wrong person, knowing how to recall Outlook email can be a lifesaver. Fortunately, Microsoft Outlook includes a recall feature that allows you to retract a message—under specific conditions.
In this guide, you’ll learn exactly how to recall an Outlook email, what the limitations are, and what to do if your recall attempt fails.
What Does It Mean to Recall Outlook Email
Recalling an Outlook email means attempting to remove the message from the recipient’s inbox after it has already been sent. Outlook offers a built-in feature called “Recall This Message” that allows you to delete unread emails or even replace them with an updated version.
This feature is different from the short “Undo Send” time frame you might find in Gmail. Outlook’s recall function gives you more flexibility—but only in the right conditions.
When Can You Recall an Outlook Email
Before using the feature, it’s essential to understand when it actually works. Outlook’s recall email function only succeeds if:
- Both you and the recipient are using Microsoft Exchange or Microsoft 365 accounts.
- The recipient is in the same organization.
- The email is unread and still in their Inbox.
- The recipient is using the Outlook desktop application (not mobile or web).
If any of these conditions aren’t met, the recall will likely fail.
How to Recall Outlook Email Step-by-Step
Open the Sent Message
Navigate to your Sent Items folder in Outlook and double-click on the email you want to recall. It must open in a new window—just selecting it won’t work.
Access the Recall Option
In the newly opened window, go to the Message tab. In the Move group on the toolbar, click Actions, then select Recall This Message.
Choose a Recall Option
You’ll be presented with two choices:
- Delete unread copies of this message
- Delete unread copies and replace with a new message
You can also tick the box to receive a notification on whether the recall was successful for each recipient.
Complete the Recall
Click OK to initiate the recall. If you opted to replace the message, a new draft will open with the original content. Make your changes and resend the email.
Replacing an Outlook Email After Recall
The replace option lets you edit and resend the original message. After choosing to delete and replace, Outlook opens the email so you can make corrections before resending. This is ideal when you forget to attach a file, made a mistake in the content, or need to clarify your message.
What Happens After You Recall an Email in Outlook
Once you recall an email in Outlook:
- If the recipient hasn’t read it and meets all recall conditions, the message will be deleted automatically.
- If the email was read, moved, or sent to an external recipient, the recall fails.
- You will receive an update in your inbox informing you whether the recall was successful or failed.
What to Do if Your Recall Fails
If your attempt to recall Outlook email fails, consider the following actions:
- Send a corrected follow-up message explaining the error.
- Apologize politely, especially in professional situations.
- Clarify any confusion the original message may have caused.
Although it can be frustrating, owning up to the mistake quickly shows responsibility and professionalism.
How to Delay Emails to Avoid Mistakes
One of the best ways to avoid needing to recall Outlook email is by delaying all outgoing messages. This gives you a grace period to cancel or edit them.
Setting Up a Delay Rule in Outlook
- Click File > Manage Rules & Alerts.
- Choose New Rule > Start from a blank rule > “Apply rule on messages I send.”
- Click Next without choosing conditions.
- Select Defer delivery by a number of minutes and set the delay (1–10 minutes).
- Save the rule.
Now, every email you send will remain in your Outbox for the specified time, giving you a chance to cancel or modify it if needed.
Best Practices to Avoid Needing an Email Recall
Even though Outlook gives you the option to recall an email, it’s better to avoid mistakes in the first place. Here’s how:
- Always proofread before sending
- Check attachments are properly included
- Verify all recipients before you click send
- Use templates for routine messages
- Delay delivery to allow time for second thoughts
Practicing these habits will minimize email errors and reduce reliance on the recall feature.
Common Issues with Recalling Outlook Emails
Recipient Already Read the Email
If the message was opened, it’s too late to recall. Instead, send a follow-up email with the correct info.
Recipient Is Outside Your Organization
Recalls only work within the same Microsoft Exchange organization. If the email goes to an external address, the recall fails.
Outlook Web or Mobile App Doesn’t Support Recall
The recall feature only works in the desktop version of Outlook. Using Outlook.com or mobile apps won’t provide the recall option.
Email Moved Out of the Inbox
If the recipient has a rule that moves emails to folders, the recall may not locate and delete the message.
Frequently Asked Questions (FAQs)
Can I recall an email sent to someone outside my organization?
No, Outlook’s recall feature only works within the same Exchange environment or Microsoft 365 organization.
How will I know if the recall was successful?
Outlook will notify you by email whether the recall succeeded or failed for each recipient.
Can I recall an email using Outlook.com or the mobile app?
No, you can only recall emails from the Outlook desktop app. Web and mobile versions don’t support this function.
What if I sent an email with a major mistake?
If recall fails, send a correction or apology email immediately to clarify and correct the mistake.
Does Outlook recall delete the email from the recipient’s inbox?
Only if the email is unread, still in the inbox, and both parties use compatible Outlook environments.
Understanding how to recall Outlook email is an essential skill for anyone using Microsoft’s desktop application. While it’s a powerful feature, it only works under specific circumstances—within the same organization, before the recipient reads the message, and only via the desktop version.
To protect yourself from common email errors, set up a delay on outgoing messages, proofread before sending, and always confirm attachments and recipients. But if you do make a mistake, the recall option provides a valuable second chance.