How to recall an email in Outlook? We’ve all had that “oops” moment — hitting send on an email button too soon. Right? Maybe you forgot an attachment, emailed the wrong person, or made a typo in the email subject line. Fortunately, Microsoft Outlook has a feature that can save the day. It is the recall email function. If you’re wondering how to recall an email in Outlook, you’re in the right place.
This guide breaks down how to recall email in Outlook, when does it works, and tips to avoid email blunders in the first place. Let’s dive in.
What Does It Mean to Recall an Email in Outlook?
Before getting into the how-to steps, it’s important to understand what recalling an email actually does.
Email recall in Outlook lets you attempt to delete a sent email from the recipient’s inbox, provided certain conditions are met. It’s not magic — but when used correctly, it can fix a mistake before the other person even opens your email message.
When Can You Recall an Email?
Recalling an email in Outlook only works under specific circumstances. Here’s when you’re in luck:
- Both you (email sender) and the email recipient use Microsoft Exchange or Microsoft 365 accounts in the same organization.
- The recipient has not opened their email yet.
- The email was sent using the desktop version of Outlook — not web or mobile.
- The recipient’s mailbox is open and Outlook is running in background.
How to Recall an Email in Outlook (Step-by-Step)
Let’s walk you through exactly how to recall an email in Outlook. Follow these steps as soon as you realize your mistake.
Step 1
- Go to the “Sent Items” folder in Outlook.
- Locate the email you want to recall and double-click it to open in a new window.
Step 2
- In the open message, click File on the top left.
- Then click “Info” and select “Message Resend and Recall”.
- Choose “Recall This Message…” from the dropdown.
Step 3
A pop-up box will appear giving you two options:
- Delete unread copies of this message
- Delete unread copies and replace with a new message
If you just want to remove it, go with the first. To correct and resend it, choose the second. Make sure to check the box to get a notification about whether the recall succeeds or fails.
Step 4: Wait for the Outcome
You’ll get an email from Outlook telling you whether the recall worked for each recipient. Keep in mind that if someone already opened the email, it’s game over.
Real-World Example
Let’s say you accidentally send a confidential file to the wrong “John” in your contact list. You catch it seconds later—panic mode. If you’re on the same Microsoft Exchange server and John hasn’t opened the message, Outlook lets you pull it back before disaster strikes.
However, if it’s already read, your best option is to follow up immediately with a correction and perhaps a phone call.
Limitations of Recalling an Email in Outlook
Recalling an email isn’t always foolproof. There are plenty of scenarios where the recall function simply doesn’t work.
Why Email Recall Might Fail
- The recipient has already read the email.
- They’re not using Outlook, or they’re using Outlook Web Access (OWA).
- You’re on different email servers, like if they use Gmail or Yahoo.
- Their mailbox rules moved your message to another folder.
Think of recalling an email like trying to stop a letter mid-delivery. It’s possible—but only if the postman hasn’t dropped it off yet.
Alternatives to Recalling an Email
Even with Outlook’s recall feature, it’s better to build a safety net. Here are a few tricks that help reduce future slip-ups.
Use the “Undo Send” Feature
If you’re using Outlook for Web, you can enable a short delay (up to 10 seconds) after sending a message. To do that:
- Go to Settings > View all Outlook settings > Mail > Compose and reply.
- Scroll to Undo send, and set the delay.
Delay Email Delivery
You can delay sending all your emails by a few minutes:
- Go to Rules > Manage Rules > Alerts.
- Create a rule to “defer delivery by a number of minutes” (e.g., 2–5 minutes).
- This gives you a buffer to cancel or make changes.
Double-Check Before Hitting Send
This seems obvious, but slowing down can prevent most email mishaps:
- Verify the recipient’s name.
- Attach files before writing the message.
- Reread your message from the recipient’s perspective.
Best Practices for Outlook Email Recall
While the recall feature can be useful, it’s not something to rely on entirely. Here are some best practices to keep in mind.
- Use recall only for internal emails within your organization.
- Follow up with a corrected email if the recall fails.
- Communicate quickly to clarify errors—don’t let silence make things worse.
- Use professional language in all communications, even when recalling.
Think of email recall feature as a second chance but do not rely on it.
Final Thoughts
Email recall in Outlook can be a real lifesaver—but only under the right conditions. It’s a useful tool if you’re on the same Microsoft Exchange network and act fast. However, due to its limitations, it’s best to think of it as a backup that can fail as well.
By delayed email sending, double-checking email recipients, and taking a pause before email sending, you’ll reduce the chances of needing to recall anything in the first place.
Have You Ever Had to Recall an Email?
- Have you ever used Outlook’s recall feature successfully—or unsuccessfully?
- Do you use email delay rules or undo send to avoid mistakes?
- What’s your most memorable “wrong email” moment?
Let’s talk in the comments!