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How to Recall an Email in Outlook: The Complete Step-by-Step Guide
How to Recall an Email in Outlook
Have you ever hit “Send” too soon and immediately regretted it? Maybe you left out an attachment, sent it to the wrong person, or said something you didn’t mean to. We’ve all been there. Thankfully, if you’re using Microsoft Outlook, there’s a way to save yourself—email recall.
This guide walks you through how to recall an email in Outlook, the do’s and don’ts, and tips to avoid the situation altogether next time.
Understanding Email Recall in Outlook
What Is Email Recall?
Email recall is a built-in Outlook feature that lets you take back an email you’ve sent—provided certain conditions are met. It can either delete the unread message or replace it with a corrected one.
How It Works
When you recall an email, Outlook sends a recall request to the recipient’s inbox. If they haven’t read the message yet and certain technical requirements are in place, the original message will be deleted or replaced silently.
Limitations of Recall
Recalling an email isn’t guaranteed. It only works under specific conditions (we’ll get to those), and the process doesn’t apply to external recipients or if the email’s already been opened.
Requirements for Email Recall
When Recall Works
To successfully recall an email in Outlook:
- Both sender and recipient must be using Microsoft Outlook and Exchange Server (not IMAP/POP).
- The message must be unread.
- The recipient must be in the same organization/domain.
- It must be sent from a desktop Outlook app, not mobile or web (mostly).
When It Fails
- If the email was opened already
- Sent to a non-Outlook address (e.g., Gmail, Yahoo)
- Recipients are outside your organization
- Sent via Outlook Web or mobile app
- Sent using non-Exchange servers
How to Recall an Email in Outlook (Step-by-Step)
Step 1: Go to Sent Items
Open Outlook and navigate to your Sent Items folder.
Step 2: Double-click the Email
Find the message you want to recall and double-click to open it in its own window. You can’t use the reading pane for this.
Step 3: Click “Actions” in the Ribbon
In the email window, click on the “Message” tab. Then, look for the “Actions” button (usually grouped under Move).
Step 4: Select “Recall This Message”
Click “Recall This Message…” from the drop-down menu.
Step 5: Choose an Option
A popup will give you two choices:
- Delete unread copies of this message
- Delete unread copies and replace with a new message
Pick your option and click OK.
Step 6: Monitor the Recall Status
Outlook may send you a report indicating if the recall was successful or not. Keep an eye on your inbox.
Outlook Versions and Recall Options
Microsoft 365 Outlook (Desktop)
Fully supports email recall, as long as Exchange is used.
Outlook 2019, 2016, 2013
Recall works similarly but may not include tracking reports in older versions.
Outlook Web Access (OWA)
No recall feature is available. You can’t recall emails sent via Outlook Web.
What Happens After You Recall an Email
If the recall is successful, the recipient won’t even know you sent the original message.
If it fails, the recipient sees both the original and the recall request—awkward.
Outlook may notify you of the recall attempt result if your admin settings allow message tracking.
Troubleshooting Email Recall Issues
Why It Might Not Work
- Recipient already opened the email
- Email went to a public folder
- Sent to multiple recipients (one read, all fail)
- Recipient doesn’t use Outlook or Exchange
How to Know If It Worked
- You receive a notification
- Message tracking (for enterprise users)
- Ask the recipient (yup, old-school style)
Alternatives to Email Recall
1. Send a Follow-Up Email
Admit the mistake, clarify your intent, and provide the corrected info. Quick honesty > technical hiccups.
2. Use a Delay Rule
Outlook allows delayed delivery to give yourself a buffer before an email is sent.
3. Use Sensitivity Labels
These can help prevent sensitive emails from being misused or forwarded.
How to Delay or Schedule Emails in Outlook
Set Up a Delay Rule (Automatically)
- Go to File > Manage Rules & Alerts
- Create a new rule
- Choose “Apply rule on messages I send”
- Set a condition (or none)
- Choose “Defer delivery by a number of minutes” (up to 120 mins)
- Save and apply
Schedule Manually
In a new message:
- Click Options > Delay Delivery
- Under “Do not deliver before,” set your desired time.
- Hit Send.
How to Avoid Email Recall Situations
Proofread Before Sending
Always check spelling, tone, grammar, and facts.
Use Drafts and Templates
Save commonly used email formats so you don’t have to rush.
Review Recipients
Double-check the “To,” “CC,” and “BCC” fields—every time.
Best Practices for Professional Emailing
- Keep messages clear and concise.
- Avoid jargon unless necessary.
- Use bullet points for lists.
- Add attachments before writing the body.
- Never send angry or emotional messages—cool off first!
Using Add-ins and Tools to Manage Mistakes
Microsoft Add-ins
Tools like MyAnalytics or Insights can help track your habits and prevent future mistakes.
Third-party Tools
- Boomerang: Schedule emails, reminders, and inbox pause
- Mailbutler: Adds tracking, templates, and undo send
Security and Compliance Considerations
Email recalls may have legal or compliance implications, especially in regulated industries. Always:
- Understand your company’s policies
- Check GDPR and other data regulations
Tips for Teams and Admins
- Enable recall functionality in Exchange Admin Center
- Create a company-wide delay rule for all emails
- Provide training on email etiquette and recall process
How to Recall an Email in Outlook
How to Recall an Email in Outlook Conclusion
Recalling an email in Outlook is like a second chance at making a first impression. But as with most tech features, it’s not foolproof. Knowing how and when to use it—and how to prevent the need for it—is what really counts. Always double-check before hitting “Send,” but if you do make a mistake, now you know what to do.
How to Recall an Email in Outlook FAQs
1. Can you recall an email sent to Gmail?
No, Outlook’s recall feature only works if the recipient is also using Outlook and Exchange within the same organization.
2. What does “recall this message” actually do?
It attempts to delete or replace the email before it’s read—only if all conditions are met.
3. Can you recall an email after it’s been read?
Unfortunately, no. Once it’s opened, it’s out of your hands.
4. Why does email recall fail?
Usually due to external recipients, opened emails, or non-Outlook environments.
5. Is there a way to undo a send instantly?
Outlook doesn’t have a built-in “Undo Send” like Gmail, but you can use the delay delivery rule to mimic that behavior.
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