How to Recall an Email in Outlook

Although digital forms of communication are swift, people still rely on email for interactions at both work and home. On a daily basis, Microsoft Outlook handles many millions of email messages as a top email client. Sometimes, the quickness of sending messages leads to errors such as sending a wrong email, to the wrong person, with a typo included or without attaching something important.

That panic that comes with a disappointing result—we often see this in personal communication as well as email marketing. The good news is, Outlook gives you the ability to recall emails. Here is your guide through the steps on how to recall an email in Outlook, elaborate on its details and outline the best steps to prevent needing it in the future.

What is Email Recall in Outlook and How Does it Work?

Email recall in Microsoft Outlook lets you try to cancel or change a message you sent to someone’s mailbox. Basically, it’s about checking the email before the receiver opens it, to address errors in a message before any problems can occur. If everything goes well, the receiver’s mailbox contains either no message or a different one that was composed by the sender.

Keep in mind that, while email recall is helpful, recovering a sent message is not always possible. Its results depend on certain conditions and a good dose of luck.

How Does This Work? The Technicalities:

When starting a recall request, Outlook contacts the recipient’s email server via a special request (if they are part of the same Microsoft Exchange Server or Microsoft 365 organization). This makes the recipient’s Outlook client delete the unread message and replace it with the new message included in your email.

Receiving emails depends a lot on the email client and server that the user has. The recall can’t be executed if the person has already seen the message. Recalls cannot be successful if the email was sent somewhere else by a rule or if it went to someone who’s not using Outlook and is with Gmail, Yahoo or another Exchange server.

Crucial Conditions for Email Recall Success:

Usually, there are several requirements that need to be in place for the Outlook email recall feature to function.

• Microsoft Exchange Server or Microsoft 365: Everyone receiving and sending emails must have email accounts on the same server or belong to the same organization. You cannot use recall once you send your emails to people outside your company.
• Recipient Using Outlook: It is only possible for Microsoft Outlook users to open the message. Recalling messages won’t be effective if your employees retrieve their email using Thunderbird, Apple Mail or other web clients that may not handle recall correctly.
• Email Must Be Unopened: The receiver’s inbox has to hold the original article and none of its details can be known by the recipient. When someone has opened their email, it is rarely possible for Outlook to recall or remove the sent email from them. Going over the message in the reading pane in Outlook sometimes leads it to be marked as read, so the recall does not work.
• Message in Recipient’s Inbox: When the recipient has rules that send selected emails to a different folder, the recall will probably not work since it is focused on their inbox.
• Recipients Must Be Online: For the recall to take place, the recipient’s Outlook account must be connected to the server. A recall can continue to work when Outlook is closed, but there is a greater risk they will read the first message before you get a chance to send the recall.

Step-by-Step Guide: How to Recall an Email in Outlook

How to recall an email can be a little different with each version of Outlook. The steps below are for Classic Outlook (the desktop version) as well as New Outlook/OWA.

a. For Classic Outlook (for Desktop):

This feature is most reliable if the first conditions mentioned above are met.

• Go to the Sent Items Folder: Open the Outlook desktop application. Click on the “Sent Items” folder located in the folder pane on the left side.
• Open the Emailed Message: After finding the email you want to recall from your sent list, open it by double-clicking it and it will open in a separate window. Choosing to view the email just in the Reading Pane won’t provide the recall option.

Step 1: Access the “Recall This Message” Command:

• If you have the Classic Ribbon: After opening the message in a new window, look under “Message.” In the “Move” group (with the envelope icons), click on “Actions” (or it may say “More Move Actions”). Then from the list, tap on “Recall This Message...”.
• If you have a Simplified Ribbon: Go to the message window then click “Message” Next, click on the three dots (…) for “More commands.” Select “Actions” and then click on “Recall This Message…”.

Step 2: Choose Your Recall Option: 

You will see a box labeled “Recall This Message” with two options for you.

• “Delete unread copies of this message”: This action will try to remove copies of the message for people who still haven’t read them.
• “Delete unread copies and replace with a new message”: This means you can delete the old message and type another one without pausing. If you pick this, the message text will appear for you to modify in a brand new compose window.

Step 3: Notification Preference (Optional but Recommended): 

Below those settings, you’ll encounter a checkbox that reads: “Let me know the result of delivery for every recipient.” This box is highly recommended for anyone who uses the Internet. As a result, Outlook informs you about each person you attempted to recall via email.

Step 4: Confirm the Recall:

• If you opted for “Delete the copies of this message that you have not read yet,” click “OK.”
• Should you decide to delete the unread messages and send a new one, choose “OK.” You can open the message and edit it. After making the changes, select “Send” on the new email message.

b. For New Outlook and Outlook on the Web (OWA)

Before, the recall feature on Outlook was less accessible in New Outlook and OWA than it is on the Classic Desktop App. For a while, OWA did not support directly recalling an email, preferring to highlight the option to undo sending an email. Still, Microsoft is making efforts to offer the same recall capabilities on all platforms for users in the same Microsoft 365 organization.

New Outlook (Desktop App)

The New Outlook is aimed at ensuring that the experience is the same no matter the platform. In New Outlook, steps for recalling a message are more direct as they benefit from the cloud power of Microsoft 365.

• Go to “Sent Items”: Locate Sent Items in the folder pane. After logging in to New Outlook, you will find Sent Items in the folder pane.
• Open the Message: Click the sent message two times to have it open in a different window.
• Find the Recall Option: Click on the Message Ribbon at the top, then look for the “Recall Message” button. This station could be listed with dots beneath it. To find the more options, you can click on the (more actions) menu.
• Confirm Recall: Click on Recall Message to confirm. A confirmation will most likely appear on the screen. Select “OK.”
• Get a Recall Report: You will receive a Message Recall Report in your mailbox. Use the link in that message to get detailed information about the success or failure of each recipient.

Outlook on the Web (OWA):

OWA’s main option to cancel sending a mail has been undo send which needs to be used right after sending, unlike in the classic client.

Using “Undo Send” in OWA (Proactive Measure):

Thanks to this feature, your email waits for a short period (up to 10 seconds) before being sent, allowing you to cancel it right after you push send if you notice an error.

• At the top right of OWA, select the Settings icon (which looks like a gear).
• Go to “View all Outlook settings.“
• Select “Mail” > “Create and reply to a message.”
• Navigate to the “Undo send” portion often the screen.
• You have the ability to select the time (0, 5 or 10 seconds) Outlook.com or OWA will wait before delivering your messages.

Using “Undo Send” After Sending:

• You can use Undo Send even after you have sent a message.
• Whenever you send an email, a short message will be displayed for the time frame you picked at the bottom of the screen, saying, “Sending… with an Undo button in the menu.
• When you notice a mistake at this point, select “Undo” from the top menu. You will not be able to send the message and it often becomes a draft again for you to fix.

Cloud-Based Message Recall in Exchange Online (Affecting New Outlook & OWA):

Message recall abilities have been enhanced for exchange (the service behind Microsoft 365 email). Unlike the earlier client-based method, the newer cloud system is more reliable and supports recall for messages exchanged among users using Outlook for Windows, Mac (in certain up-to-date versions) and OWA.

If your business uses Microsoft 365 and this function is available to you:

• Access your “Sent Items” folder.
• Launch the message you are wanting to recall. If you want to view it separately, just double-click it.
• Try to locate the Recall button in the text message. The information could appear on the ribbon or be located by clicking on the three dots. Actions button.
• Choose Recall Message and confirm the process.
• The Message Recall Report that you receive will show if the recall was successful for every person.

Understanding Outlook Email Recall Success and Failure

Sometimes, recalling an email can be confusing due to various outcomes. A project may turn out as planned, fail horribly or experience some success along the way. Recognizing the differences can help us think realistically.

When Recall Likely Succeeds: 

Remembering something is most likely to occur under the best possible set of conditions.

• Right after you send the email, you initiate the recall to reduce the possibility of anyone viewing it.
• All Recipients Have On-Premises Accounts: The recipients are on the same Exchange server/microsoft 365 tenant like you.
• Every recipient on the mailing list is running a compatible Outlook desktop version.
• Emails marked as Unread: The recipients have not checked the emails yet.
• In Inboxes: Rules have not directed these messages to other folders.
• By Default: The Outlook clients of the recipients are set to process recall requests automatically (this is usual across many companies).

When Recall Fails or Has Limitations:

In some cases, recall does not work very well or is simply not effective.

• Recipient Has Opened the Email: This is the number one cause of email bounces. An attempt to recall a message will be unsuccessful for a person who has already opened and read it. Usually, they will get a new email that explains that you, the sender, wish to withdraw your original email. The first (opened) message will always be saved in their inbox. Sometimes, this makes the already-incorrect email stand out even more.
• Email Sent to External Recipients: Recall does not function for external recipients such as those using Gmail or Yahoo. They will not see any effect of the recall and you may receive an indication that the recall attempt did not succeed.
• Recipient Not Using Outlook: When the recipient has an email client or webmail account that is not connected to an Exchange system, the recall cannot work.
• Message Moved by a Rule: If your recipient has an Outlook rule that sends certain emails out of their inbox, the recall may not be able to find them.
• Recipient is Working Offline or Outlook is Closed: When Outlook or the recipient’s Exchange are offline, the recall request is not possible. If the system cannot access the Internet, the recall will still be pending. A recall on their message will not take place until they connect to the internet, if they didn’t have Wi-Fi at the time.

Message Recall Report:

If you select the “Tell me if recall succeeds or fails for each recipient” option, Outlook will send you one or more Message Recall Report emails. These are crucial for understanding the outcome.

Content of the Report: Most reports detail for each person who got the original message whether or not it was recalled. Examples of statuses are:

• Recall Success: You were able to delete or replace the message.
• Recall Failure: The person remembered the information as soon as they read the message.
• Waiting: Outlook is still checking to see if their Outlook is running so it can send them the message (e.g., if their Outlook is closed).
• Can be recalled and then deleted by the recipient: The recalling party received a message that the recipient had deleted as well.
• Message recalled and then opened by recipient: The recall was done and the recipient opened the message (the message that was not opened before would have been deleted).
• This option is not supported by the recipient: The person you reached out to may be outside your network or is using a different type of client.

Interpreting the Report: Be sure to closely access these reports. A company may be able to correct certain issues, yet sometimes, there is room for failure. Certainly, you may have to address individual people if your email recall was missed by some employees.

• Timing: The wait for an update is usually fast when only a small audience is being reached. If the message was sent to lots of people, it could take longer (up to half an hour) to receive a recall notification for each person. If for some reason, the recall can’t happen straight away (e.g., delivery to the recipient is temporarily interrupted), Exchange Online will attempt the recall again for up to a full day and then mark the process as having failed.

Best Practices to Prevent Email Mistakes:

Taking care of things before they become serious is preferred to treating them afterwards. If you have good habits when sending email, you’re unlikely to need to recall a letter.

Proofread Before Sending: Your document should always be reviewed before you send it. Always read your emails at least two times. Check for:

• Typos errors and mistakes in grammar.
• Correct recipients (To, Cc, Bcc). Ensure that each email is sent to the proper address(es) (To, Cc, Bcc). Be certain you are only sending to the right audience.
• Attached Files:,Make sure all the attached files are correct and not something confidential you shared by accident.
• Tone: Is the tone suitable for whoever is receiving the message and what the message is about? Do not compose an email when you are emotional.
• Put the Recipient’s Email in the “To” Field at the End: After you have fully composed the message, added any required documents and reviewed everything, only then should you add the email to the “To” field. It ensures you do not send the email before it is properly written.
• Try Slow: Being in a hurry is a major reason for making email mistakes. Pause for a moment before sending crucial messages.
• Clear and Concise Subject Lines: An easy-to-understand subject line makes it simple for the recipient to grasp what your message is about and how important it is.
• Make Sure to Reply Appropriately on Distribution Lists: While replying to emails sent to a distribution list, it’s wise not to use “Reply All.” Apply it only when you know everyone on the mail list is involved in the discussion.
• Saving to Drafts: Whenever you’re working on a sensitive or doubtful email, send it to your Drafts. Resume writing only once you have taken a short break and use a brand new perspective.
• Create an Email Policy for Your Organization: Establishing clear rules regarding email manners, reviewing emails, handling important information and the use of Bcc helps prevent mistakes across the company.
• Consider a Quick Chat or Call: Option for a brief conversation or phone call as email may not be fit for such discussions. For many situations, it’s quicker to talk over the phone or send an instant message than to use email.
• Be Careful with Autocomplete: Although it helps, Outlook’s autocomplete can pick the wrong person if your email contacts have similar names. Make sure the address you pick is accurate.

Conclusion

Those times when you regret sending an email and wish to stop it can be rescued with the Outlook recall feature. Even though the unique features work well only if all conditions are met, it may sometimes be helpful. You should understand the specific process for each version of Outlook as well as its limitations or similar features to make use of this feature.

Relying on your memory is not as trustworthy as using tips to help prevent mistakes in your emails. Read your email one more time before you hit send, take a moment to delay your dispatch, use strong judgement in selecting whom to address your message to and double-check attachments. Should errors arise, either with other parties or once your message has been read, the best option is usually to write a professional correction email. Even though Outlook has a recall feature, the best way to make sure you don’t send an accidental email is to focus on good email habits.

FAQs

If the recipient has read my email in Outlook, can I recall it?

If a person has read the email you sent, most likely the recall action will not work. 

Does Outlook email recall work for Gmail or other external email addresses?

The recall feature will only be useful if both the sender and the recipient have Microsoft Exchange or Microsoft 365 email accounts within one organization. 

When I recall an email in Outlook, how can I check if it was successful?

If this box is ticked when recalling an email, you will receive an email with the status of recall (success, failed, pending) for all recipients.

Why is the option called “Recall This Message” different from “Undo Send” in Outlook?

The function allows you to delete or replace an email once it has already been sent and delivered (based on certain requirements).