How to Recall an Email in Outlook

Struggling with email mishaps and want to recall email? 

If you've ever hit "send" on an email only to realize there's a typo or you've included the wrong details, you know that familiar wave of unease. Luckily, you can recall an email in Outlook, but only if the person you sent it to hasn't opened it yet. 

Our complete guide on "How to recall an email in Outlook" is here to help! Learn the step-by-step process to unsend Email in Outlook to correct errors with our thorough instructions on how to retract an email in Outlook.

What Does Recalling an Email Mean in Outlook?

Recalling an email means retrieving or canceling an email you sent before the recipient reads it. When recalling an email in Outlook, you can try to undo long msg by using the recall feature to fix mistakes or update information. 

How Recalling an Email in Outlook Works

Outlook recall feature only works under specific conditions. Its success depends on whether the recipient has read the email and if the server permits recall.

1. Initiating the Recall: Head to your Sent folder and find that dreaded email.

Hit the “Recall” button to try and retrieve it.

1. Exchange Server Action: The process involves the Exchange server trying to remove the message from the recipient's mailbox. 
2. Recipient Notification: The person you emailed gets a notification that you tried to recall message sent in Outlook.
3. Recall Success or Failure:

Success: If the recipient hasn't opened your email yet and the conditions are met, the message disappears from their inbox. 

Failure: If they’ve already opened or read the email, the recall doesn’t work. They still get the notification that you tried to recall message in Outlook.

Also learn How to Set an Away Message in Outlook

When You Should Recall an Email in Outlook

You should try to recall the email in Outlook right away after you notice a mistake. This could be things like sending it to the wrong person, forgetting to attach a file, making a big error or including sensitive information.

1. Wrong Recipient: You sent it to the wrong person and want to redirect. For example, you meant to email your friend but somehow it ended up in another person’s inbox. Now you’ve gotta do a quick redirect before things get weird.
2. Missing Attachment: You stumbled into sending emails without any attachments. 
3. Major Errors: The email involves errors, such as incorrect meeting times or private information that should not be sent. Either way, you’ve got a real problem on your hands and need to fix it ASAP.
4. Offensive Language: The message contains jarring or offensive language. 
5. Accidental Send: You sent the email too soon or accidentally. For example, your finger slipped or you just weren’t paying attention and boom - the email’s gone. Now you want to edit or reply to it. 

Requirements Before You Can Recall an Outlook Email

To recall email on Outlook 365, both you and the recipient must be using Microsoft 365 or Exchange accounts in the same organization . You must use the desktop application of Outlook and the email must not have moved out of the inbox using any Outlook rules. The email must not be opened by the recipient . 

The recall option cannot be utilized when the message is sent to or received on accounts outside the system, such as Gmail or Hotmail.

Conditions for Recall to Work

Following conditions must be met to recall email with Outlook:

1. Same Organization: Both you and the recipient have to use the same Microsoft 365 or Exchange organization. No outside email services or rogue accounts allowed
2. Same Outlook Version: The recipient must be on the actual Outlook desktop app, not the web-based version or a mobile app. 
3. Unread Message: The email has to still be unread. If they’ve opened it (even for a sec), you’re out of luck and can’t recall email on Outlook.
4. In the Inbox: The message must still be in the recipient's inbox and not moved by an Outlook rule. 

Limitations of Outlook Recall Feature

However, Outlook's recall feature has limitations and is unreliable, especially when sending to external accounts, if the recipient has already opened the email or when using Outlook on the web.

1. External Emails: You are not able to recall what you send or receive messages from accounts with external domain names, i.e., Gmail, Hotmail, and Live.com. 
2. Outlook Web: The recall option is nonfunctional on the Outlook website. 
3. Opened Emails: There is no chance of recalling an email in Outlook that has already been read or moved by an Outlook rule.

“Also Explore: How to restore your Yahoo account quickly”

How to Recall an Email in Outlook using Desktop 

If you need to recall email Outlook, knowing how to retract an email in outlook is vital, esp. for long message corrections. It helps you prevent recipients from seeing typos or incomplete information. Here’s how to recall email outlook 365!

How to Recall Outlook Email using the Message Tab

To recall an email Outlook using the Message tab, open the Sent Items folder, double-click on the desired message, and then select Actions > Recall This Message on the Message tab. Here’s how to recall email on Microsoft Outlook!

1: Select Message:

To recall a Outlook email, Open Outlook and tap on your Sent Items folder.

2: Open Actions Dropdown

Double-click to open the email you wanna be recalled.

Head over to the "Actions" menu in the ribbon bar and click on “Recall This Message.”

3: Choose a recall type:

• Delete unread copies of this message: If the recipient hasn't opened the email yet, delete sent email outlook from their inbox.
• Delete unread copies and replace with a new message: This option also tries to remove the original message and then lets you compose a replacement. 

If you wanna keep tabs on whether the recall works for each person, you should tick the box that says "Tell me if recall succeeds or fails for each recipient."

4: Confirm Recall

Tap OK to confirm you want to undo in outlook.

Replace the Original Email with a New One in Outlook

To replace a sent email in Outlook, open the Sent Items folder, double-click the desired message, select Actions > Recall This Message, choose Delete unread copies and replace with a new message. Compose and send the corrected email.

Follow the same steps above to open the sent email.

1. Start the Recall Process: For mail recall in outlook, go to the Message tab. Click on Actions. Select Recall This Message.
2. Choose Your Recall Option: Pick “Delete unread copies and replace with a new message”.
3. Edit and Resend: A new email window pops up. Update your message or add that missing attachment.
4. Send Replacement: Hit Send when you’re ready. If your recipient hasn’t opened the old email, Outlook will swap it out for the updated one.

Adding an Apology or Updated Attachment in Recall from Outlook

A recall failure can be corrected by sending a brief follow-up. A valid excuse with the relevant file or updated information does enough to set things right.

• Check the Recall Status: Open Outlook. Go to your Sent Items folder and see if your recall attempt actually worked.

• Draft a Follow-Up Email: If the recall failed, hit that New Email button. Start a follow-up message and keep it casual.

• Write a Polite Apology: Briefly explain the mistake. Drop a quick note like: “Hey, sorry about that last email, please find the correct file attached”. Double-check and add the correct file this time. If it was info in the body, rewrite it clearly so there’s no confusion.

• Send Fast: Get that follow-up out as soon as possible. The quicker you send, the less likely anyone acts on the messed-up one.

How to recall Email in Outlook Web (Outlook on the Web/Office 365)

The Outlook Web App, compared to the desktop version, does not allow you to fully recall an email in Office 365 or remove a sent message.  However, you can use "Undo Send" or delay settings as alternatives to recall Outlook Web email, which reduce errors and serve as useful backup methods when recalling an email in Office 365 isn’t possible. Better than nothing, right?

Use the “Undo Send” option in Outlook Web/Outlook.com

While you can’t fully recall in Outlook, the Undo Send feature is a quick solution for you. It allows you to stop an Outlook take back email sent action within seconds.

• Get Into Outlook Web: Head over to Outlook.com and log in with your account.

• Find the Settings: Click on the Settings (⚙️ icon). A menu pops out on the side.

• Navigate to Undo Send: In the side menu, click on Mail, then go to Compose and Reply. 

• Set Your Delay Time: Scroll down until you spot the Undo Send option and Set a delay time (up to 10 seconds). Click Save to apply the change.

Every time you send an email, you’ll see a little “Undo” button at the bottom. If you mess up, hit it fast to stop the email.

Set a Delay Rule in Outlook Web

If Undo Send isn’t sufficient, you can create a delay rule to act like an Office 365 pull back email option. This setup  gives you extra time to review your message before it’s actually sent from your outbox, adding a valuable safety net for catching last-minute errors.

• Get to Outlook Web: Go to outlook.office.com and log in if you’re not already in.

• Find Your Settings: Look for the little gear icon (⚙️) in the top-right corner. Click it. 

• Find All Settings: Scroll down and select “View all Outlook settings.” It’s usually at the bottom. 

• Set Up Your Mail Rule: Go to Mail > Rules and Click Add new rule.

• Create Your Delay Rule: Give it a name. (Suggestion: “Delay Sending”). Under Add an action, choose Defer delivery by X minutes (Pick 1 or 2 minutes -  enough time to catch last-second mistakes).

(Under Add an Action, Choose Defer Delivery by X Minutes )

• Save Rule: Hit Save to save the rule. Every email you send from Outlook Web will pause for a couple of minutes before leaving your mailbox.

how to Recall the Email in Outlook using Android/IOS

To retract email from outlook on Android or iOS, navigate to your Sent folder and open the message you wish to recall. Tap the three-dot menu located in the top-right corner and select the “Recall” option. 

Note that this feature is only available for messages sent within a Microsoft 365 organization account and only functions if the recipient has not yet read the email. If the message has already been opened, recall isn’t possible. Learn how to delete an email you sent from your Android/IOS:

1. Access Sent Items: Open the Outlook app and go to your Sent Items folder to find the message you wish to recall.
2. Open the Email: Tap on the specific email you want to recall. 
3. Open the Options Menu: Tap the three-dot menu icon (⋮) in the top-right corner of the email window. Tap the icon to open the options menu.
4. Recall the Message: In the menu, select the Recall option. Confirm your selection to initiate the recall process.

NOTE: Emails that are very old may fail to recall.

What Happens After You Retrieve an Outlook Email?

When you try to recall an email in Microsoft Outlook, it’ll either go through successfully or not. Outlook will notify you about the outcome, confirming whether the recall was effective or if the original message stayed put.

Successful Recall

• If the recipient hasn’t opened your email yet.
• Both you and the recipient are using the same organization’s Outlook (desktop app).
• Microsoft 365/Exchange is in play.

Result

• The email gets deleted from their inbox.
• You receive a notification confirming a successful retract.

Failed Recall 

• The recipient already opened the email.
• Email was moved by a rule before recall.
• Some technical mismatch (wrong app, different system, etc.)

Result

• Recall fails.
• You receive a notification stating the message couldn’t be withdrawn.

Recipient Experience During Recall Attempt

• If the retrieve an outlook email fails, the original email stays in their inbox.
• Recipients may receive a “Message Recall Attempt” notification.
• In some cases, both the original message and the recall notice appear.
• This recall notice can inadvertently highlight your error, so a follow-up apology email is often recommended.

Tips to Avoid Email Mistakes in Outlook

To prevent email errors in Outlook, add an email sender checklist, such as checking recipients, attachments, and text before sending . Apply the rule of adding recipients last to prevent sending an incomplete message. 

Read out loud and use spell checkers to proofread emails before sending. Organize your work by placing it in folders, using categories and templates so you can work more efficiently and build consistency into your practice. These things are important to avoid mail recall in outlook.

Before Sending

Take a few seconds to review your message before clicking send. This simple habit can save you  from mail recall in Outlook later. Here’s what you can do!

Add Recipients Last

• Enter addresses in “To,” “CC,” or “BCC” fields only after completing and reviewing the email. This reduces the risk of accidental or premature sends.

Checklist Review

• Confirm correct recipients and reply levels.
• Verify all necessary attachments are included and current.
• Test links for functionality.
• Assess message structure and tone for clarity and professionalism.

Proofreading

• Scan for typos, grammar errors, and unclear phrasing.
• Consider reading the email aloud or having a colleague review for additional accuracy.

Content and Tone

Make sure your emails are organized, clear, and direct. A professional tone and precise language lowers the risk of errors that could force you to call back email in Outlook.

Clarity and Focus

• Limit each email to one primary topic.
• Use concise language.
• Apply bullet points or numbered lists to organize details.

Tone Management

• Maintain a professional, neutral tone.
• Avoid sending messages when under stress or fatigue to minimize errors and miscommunication.

Reply All Usage

• Use “Reply All” only if all recipients require the response, to reduce inbox clutter.

Leveraging Outlook Tools

Using built-in features like spell check, delay delivery and templates helps you maintain accuracy and consistency, which can totally minimize the need to withdraw Outlook email sent.

Spell Check & Grammar Tools

• Enable Outlook’s built-in spell check.
• Consider third-party enhancements (e.g., Grammarly) for advanced grammar and tone checks.

Delay Delivery

• Adjust settings: File > Options > Advanced. Disable “Send immediately when connected” to allow for message recall or edits before dispatch.

Organization Features

• Utilize folders for sorting by project or client.
• Apply categories for efficient email management and retrieval.

Templates

• Create and use email templates for routine inquiries to ensure consistency and minimize repetitive typing errors.

Implementing these steps within Outlook enhances email accuracy, professionalism, and workflow efficiency. Proper structure, careful review, and tool utilization are critical for reliable, effective communication.