How to Recall an Email in Outlook (Step-by-Step Guide)

Have you ever hit “Send” only to realize moments later that your email had a typo, missing attachment, or was sent to the wrong person? You’re not alone! Thankfully, Microsoft Outlook has a built-in feature that lets you recall an email—but it only works under certain conditions.

In this guide, we’ll walk you through the step-by-step process of recalling an email in Outlook, discuss alternative solutions if recall isn’t possible, and answer common questions to help you avoid email blunders in the future.

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How Email Recall Works in Outlook

What Is the Recall Feature in Outlook?

The email recall function in Outlook allows users to delete an unread email from the recipient’s inbox. If successful, the email will either be removed or replaced with a corrected version.

However, this feature only works if:

• Both you and the recipient use Microsoft Exchange or Microsoft 365 (Work/School Accounts).
• The recipient has not yet opened the email.
• The email was sent within the same organization (not external emails like Gmail or Yahoo).

Example: You accidentally send a confidential report to the wrong department. If they haven’t opened it yet and are using Outlook under the same company network, you might be able to recall it successfully.

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How to Recall an Email in Outlook (Step-by-Step Guide)

For Desktop (Outlook App on Windows)

Follow these steps to recall an email:

1. Go to the Sent Items Folder

   • Open Outlook and click on “Sent Items” from the left-hand menu.

2. Open the Email You Want to Recall

   • Double-click on the email message to open it in a new window.

3. Access the Recall Option

   • Click on “File” → “Info” → “Message Resend and Recall” → “Recall This Message”.

4. Choose Your Recall Action

   • Select either:
     • “Delete unread copies of this message” (removes the email completely).
     • “Delete unread copies and replace with a new message” (allows you to correct and resend it).

5. Confirm and Send Notification (Optional)

   • Check “Tell me if recall succeeds or fails” to receive a notification on the recall status.
   • Click “OK” and wait for Outlook to process the recall.

For Outlook Web (Outlook 365 or Outlook.com)

Unfortunately, email recall is not available in the web version of Outlook. However, you can try the following:

• Undo Send: If you have enabled “Undo Send” (Settings → Mail → Compose & Reply), you have up to 10 seconds to cancel a sent email.
• Send a Follow-up Email: If recall isn’t an option, send a polite email to the recipient acknowledging the mistake.

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What to Do If You Can’t Recall an Email in Outlook

1. Use the “Undo Send” Feature (Prevent Future Mistakes)

Outlook has a built-in “Undo Send” option, but it needs to be enabled in advance:

• Go to File → Options → Mail.
• Scroll to “Send Messages” and adjust the delay time (1–120 seconds).
• Click OK.

2. Send a Follow-up Email

If the recall attempt fails, send a second email as soon as possible:

• Subject: Correction for Previous Email
• Message: Apologize for any confusion and provide the correct information.

Example: “Apologies for the previous email—please disregard it. Here is the correct document for your reference.”

3. Contact IT Support

If your email contains sensitive information, your company’s IT team may be able to intervene and remove it from the recipient’s inbox.

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How to Avoid Sending the Wrong Email in Outlook

1. Enable Delayed Sending

Set a delay rule in Outlook to prevent instant sending:

• Go to Rules → Manage Rules & Alerts → New Rule.
• Choose “Apply rule on messages I send”.
• Select “Defer delivery by X minutes” (recommend 1–2 minutes).

2. Double-Check Recipients

• Use Auto-Complete carefully to avoid sending emails to the wrong contact.
• Always verify the To, Cc, and Bcc fields before hitting send.

3. Attach Files Before Writing the Email

• To avoid missing attachments, attach files first, then compose your message.
• Enable Outlook’s attachment reminder (File → Options → Mail → “Warn me when I send a message that may be missing an attachment”).

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Frequently Asked Questions (FAQs)

1. Can I recall an email after the recipient has read it?

No. If the email has already been opened, the recall feature won’t work. However, you can still send a follow-up correction.

2. Does email recall work for external email addresses (Gmail, Yahoo, etc.)?

No. Recall only works within Microsoft Exchange/Outlook environments. If you sent an email to an external address, you’ll need to follow up manually.

3. How do I check if my recall attempt was successful?

If you selected “Tell me if recall succeeds or fails”, Outlook will send you a notification indicating whether the recall was successful.

4. Why does email recall sometimes fail?

Recalls fail when:

• The recipient already opened the email.
• The recipient is not using Outlook with Microsoft Exchange.
• The email was moved from the Inbox (e.g., by a rule or spam filter).

5. Can I recall an email on my mobile device?

No, the recall feature is only available on the Outlook desktop app for Windows.

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Final Thoughts

Recalling an email in Outlook can be a lifesaver, but it’s not always foolproof. If recall fails, using the Undo Send option, sending a correction email, or delaying outgoing messages can help prevent mistakes in the future.

To stay on top of email management, consider setting up email rules, attachment reminders, and message delays—small changes that can make a big difference!