Sent an email in Outlook and immediately wished you could take it back? This guide is here to help. Outlook has a built-in feature called 'Message Recall' that can, under specific circumstances, delete an email from a recipient's inbox before they read it. This process isn't foolproof and has important limitations, but it can be a lifesaver when it works. We'll walk you through exactly how to use the recall feature, explain why it might fail, and show you a more reliable method to prevent future email mistakes.
Fast Answer
- Key Action: Open the sent email in a new window, go to the Message tab, click Actions, and select Recall This Message.
Before You Start
The success of recalling an email in Outlook depends heavily on a few technical requirements. Before you try, it's crucial to understand when this feature can and cannot work. Trying to recall an email in the wrong situation will not work and may draw more attention to the original message.
- Outlook Desktop App: You must be using the classic Outlook desktop application for Windows. The recall feature is not available in Outlook on the web, the new Outlook for Windows, or the mobile apps for iOS and Android.
- Microsoft 365 or Exchange Account: Both you and your email's recipient must have email accounts on the same Microsoft 365 or Microsoft Exchange server. This typically means you must both work for the same company or attend the same school.
- Unread Message: The recipient must not have opened or read your email yet. If the message is marked as read, the recall will fail.
Step-by-Step Instructions
If your situation meets the requirements above, you need to act quickly. The longer you wait, the more likely it is that your recipient will have read the email. Follow these steps carefully to initiate the recall process.
Navigate to Your 'Sent Items' Folder
First, open your Outlook desktop application. On the left-hand side, in the Folder Pane, find and click on your 'Sent Items' folder. This folder contains a copy of every email you have successfully sent. Scroll through the list to find the message you wish to unsend.
Open the Email in a Separate Window
This is a critical step that many people miss. You cannot recall a message from the Reading Pane (the preview panel where you normally read emails). You must double-click the email in your 'Sent Items' list. This will open the message in its own, separate window with its own ribbon menu at the top.
Locate the 'Actions' Menu
With the email open in its own window, look at the ribbon menu at the top. Ensure you are on the 'Message' tab. Look for a group of controls labelled 'Move'. Within this group, you will see a button with an envelope and a small 'X' icon labelled 'Actions'. Click this button to reveal a dropdown menu.
Select 'Recall This Message'
In the dropdown menu that appears after clicking 'Actions', you will see the option 'Recall This Message...'. Click on it. This will open a new dialogue box with the options for how you want to handle the recall.
Choose Your Recall Options
The 'Recall This Message' dialogue box gives you two main choices. You must select one:
- Delete unread copies of this message: This option will attempt to remove the email from the recipient's inbox entirely, as long as it's unread. This is the most common choice.
- Delete unread copies and replace with a new message: This option first tries to delete the original email and then opens a new compose window, allowing you to edit and send a corrected version. Use this if you sent a file with errors or incorrect information.
There is also a checkbox at the bottom: 'Tell me if recall succeeds or fails for each recipient'. It is highly recommended that you keep this box ticked. This will ensure you receive a confirmation message telling you whether the recall worked for each person you sent the email to.
Send the Replacement Email (If Applicable)
If you chose to 'Delete unread copies and replace with a new message', Outlook will immediately open a new email composer window. This window will contain the full text and attachments of your original message. You can now make your corrections, rewrite sections, or change the attachments. Once you are satisfied with the new version, click the 'Send' button just as you would with any other email.
Look for the Recall Report
After you click 'OK', Outlook sends a recall request to the recipients' mail servers. Because you ticked the notification box in step 5, you will receive an email report in your inbox shortly after. This report will tell you, for each recipient, whether the recall was successful or if it failed. The subject line will typically be "Message Recall Report". Read this carefully to confirm the outcome.
Quick Reference
| Situation | Best Action | Why It's the Best Choice |
|---|---|---|
| Sent to a colleague in your company, and they haven't read it. | Recall This Message | This is the ideal scenario. There is a high chance of success because you are both on the same email server. |
| Sent to a Gmail, Yahoo, or other external email address. | Send a follow-up correction email. | The recall feature is technically incompatible with external email systems and will always fail. A polite correction is professional and clear. |
| Your colleague has already opened the email. | Send a follow-up correction email or message them directly. | Recall only works on unread messages. Attempting a recall will fail and send a notification, which can cause confusion. |
| You are using Outlook on the web (outlook.com). | Enable the 'Undo Send' feature for the future. | The 'Recall' feature doesn't exist on the web version. 'Undo Send' is a proactive setting that gives you a short delay to cancel any email. |
Common Problems When You Unsend an Email in Outlook
Even when you follow the steps perfectly, you might run into issues. The recall feature is sensitive, and several factors can cause it to fail. Here are some of the most common problems and what to do about them.
Problem: The 'Recall This Message' option is missing or greyed out.
This is the most frequent issue. The cause is almost always one of two things. First, you might be trying to recall the message from the main Outlook window's Reading Pane. Remember, you must double-click the sent message to open it in a brand new window. Second, you might not be using an account that supports it. Recall only works with Microsoft 365 and Exchange accounts, not with POP or IMAP accounts that you might add from other providers.
Problem: The recall failed, and the recipient still has the email.
A recall can fail for many reasons. The most common is that the recipient had already opened and read the message. It can also fail if the recipient has an automatic rule that moved your email out of their inbox into another folder. Finally, some organisations disable the feature, or the recipient's Outlook settings might be configured to ignore recall requests. In any of these cases, the original message will remain in their inbox.
Problem: The recipient received a notification that I tried to recall an email.
This is expected behaviour. When a recall fails (for instance, because the message was already read), Outlook often sends a new message to the recipient's inbox informing them that you, the sender, attempted to recall the original email. This can sometimes draw more attention to your mistake than the original email did. It's a risk you take every time you attempt a recall, which is why sending a quick, honest follow-up is often a better strategy.
Advanced Tips for Sending Emails in Outlook
Rather than relying on the tricky recall feature, a much better approach is to prevent mistakes from happening in the first place. Outlook has powerful built-in tools that are far more reliable than message recall.
Set Up an 'Undo Send' Rule
The single best way to avoid email regret is to give yourself a brief window to change your mind. The 'Undo Send' feature doesn't actually unsend anything; it simply tells Outlook to wait for 5-30 seconds before it actually sends your message. During this delay, a prompt is available to cancel the send.
- In Outlook on the web: Go to Settings (the gear icon) > Mail > Compose and reply. Scroll down to 'Undo send' and use the slider to choose a delay period (e.g., 10 seconds).
- In the Outlook desktop app: You can create a rule to achieve the same effect. Go to File > Manage Rules & Alerts > New Rule. Start from a blank rule and choose 'Apply rule on messages I send'. Click 'Next' without selecting any conditions, and in the next step, choose the action 'defer delivery by a number of minutes'. Set it to 1 minute. This will hold all outgoing emails in your Outbox for one minute before they are sent.
Use 'Delay Delivery' for Important Messages
For a non-urgent but very important email, you can schedule it to be sent later. While composing the email, go to the 'Options' tab and select 'Delay Delivery'. In the dialogue box, you can set a specific date and time for the email to be sent. The message will sit in your Outbox until that time, giving you plenty of opportunity to review, edit, or delete it.
When in Doubt, Communicate Directly
Technology can only do so much. If you've sent something incorrect or inappropriate and the recall fails, the most professional and effective solution is direct communication. A simple, apologetic follow-up email that says "Please disregard my previous message, the correct information is attached below" is often all that's needed. For more serious errors, a quick phone call can clear up any confusion immediately.
How To Unsend An Email In Outlook FAQ
Does recalling an email in Outlook always work?
Can I unsend an email sent to a Gmail account from Outlook?
What's the difference between 'Recall' and 'Undo Send'?
Will the recipient know I tried to recall an email?
Final Checklist for Handling Sent Emails in Outlook
- Check Compatibility First: Before attempting a recall, confirm you and the recipient are both using Outlook within the same organisation.
- Act Immediately: Your chance of a successful recall decreases every second. Start the process as soon as you notice the mistake.
- Use the Desktop App: Remember that the message recall feature is only available in the classic Outlook for Windows desktop program.
- Open in a New Window: Always double-click the sent email to open it fully. The recall option is not available in the reading pane.
- Assume It Might Fail: Be prepared for the recall to be unsuccessful and plan your next step, which is usually sending a clear and professional correction.
- Enable 'Undo Send' for the Future: The most effective strategy is prevention. Go to your settings now and enable a 10-second 'Undo Send' delay to save you from future trouble.
