How to Recall an Email in Outlook: Step-by-Step Guide (2025)

5 min readSeptember 7, 2025

How to Recall an Email in Outlook: A Clear and Simple Guide

Sent an email in haste? We've all been there. Whether it's a missing attachment, a typo, or the wrong recipient, Outlook's "Recall This Message" feature can be a lifesaver. However, it only works under specific conditions. This guide will show you how to use it effectively and what to do when it's not an option.

Can You Recall the Email? Key Requirements

Email recall is not guaranteed. For it to have any chance of success, all of the following conditions must be met:

  1. Internal Emails Only: Both you and your recipient must be on the same Microsoft 365 or Microsoft Exchange server (i.e., within the same company or organization). It will not work for emails sent to external addresses like Gmail, Yahoo, or Outlook.com.
  2. Recipient's Mailbox: The email must be unread and still in the recipient's main inbox. If they've already opened it, or if a rule has moved it to another folder, the recall will fail.
  3. Using the Right App: The recipient must be using Outlook for Windows (the desktop app). The recall feature generally fails if the recipient is reading their email on Outlook for Mac, the mobile apps (iOS/Android), or the Outlook web version.

If these conditions aren't met, the recall will fail, and in many cases, the recipient will get a notification that you tried to recall the message, which can draw more attention to it.

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

The process is straightforward in the desktop version of Outlook.

Step 1: Open the Sent Email

  1. Go to your "Sent Items" folder.
  2. Find the email you want to recall and double-click to open it in a new window. (Viewing it in the reading pane is not enough).

Step 2: Find the Recall Option

For the Classic Outlook Ribbon:

  1. Click the "Message" tab.
  2. Go to the "Actions" dropdown menu.
  3. Select "Recall This Message".

For the "New" Outlook or Simplified Ribbon:

  1. Click the three dots (...) icon to see more actions.
  2. Select "Actions" > "Recall This Message".
  3. In some newer versions, a "Recall Message" button might be directly visible in the toolbar.

Step 3: Choose Your Recall Action

A dialog box will appear with two choices:

  • "Delete unread copies of this message": This attempts to remove the email from the recipient's inbox.
  • "Delete unread copies and replace with a new message": This removes the original email and opens a new window for you to edit and resend it.

It's highly recommended to check the box that says, "Tell me if recall succeeds or fails for each recipient." This will send you a report on the outcome.

Step 4: Confirm and Finish

  1. Click "OK".
  2. If you chose to replace the message, edit your email and click "Send".

You will receive a "Message Recall Report" in your inbox shortly after, telling you if the recall was successful, pending, or failed for each recipient.

What to Do When Recall Fails (Or Isn't an Option)

Since recall is unreliable, it's best to have a backup plan.

  1. Send a Follow-Up Email (The Apology/Correction): The quickest and most professional solution.

    • Start the subject line with "CORRECTION" or "UPDATE" to grab attention.
    • Briefly apologize for the error, state the correction clearly, and provide the right information or attachment.

  2. Use "Undo Send" as a Precaution: Prevention is better than a cure. You can give yourself a short window to cancel an email before it leaves your outbox.

    • In Outlook on the Web: Go to Settings (gear icon) > Mail > Compose and reply. Scroll down to "Undo send" and set a delay (up to 10 seconds).
    • In the Outlook Desktop App: You can create a rule to "delay delivery" on all your emails, giving you a few minutes to catch any mistakes in your Outbox before they are sent.

Frequently Asked Questions (FAQ)

1. Can I recall an email sent to a Gmail address? No. Recall only works for recipients within your own organization's Microsoft Exchange or Microsoft 365 system.

2. How long do I have to recall an email? There's no official time limit, but the chances of success decrease dramatically after the first minute. Act fast!

3. Will the recipient know I recalled an email? If the recall is successful, they won't know. If it fails, they will often get a second message saying you attempted to recall the first one.

4. Can I recall an email from my phone? No. The recall feature is not available on the Outlook mobile apps for iOS or Android.

Conclusion

While Outlook's recall feature can be useful, it's not a magic wand. Its success depends on a strict set of conditions that are often out of your control. The most reliable strategy is to be careful before you send. Always double-check your recipients, proofread your message, and use the "Undo Send" or "Delay Delivery" features to give yourself a safety net.

Pro Tip

Set up delayed delivery for all your emails to give yourself a 2-minute window to catch mistakes before they're sent. This is more reliable than relying on the recall feature.