Sending an email with a mistake can be stressful, but Outlook offers a feature to help. This guide explains how to recall a message in Outlook, which can delete or replace an email you've already sent. It's important to know that this feature has major limitations and is not a guaranteed fix. It works best when you act quickly and when both you and the recipient are using Microsoft Outlook within the same organisation. We'll walk you through the process, explain when it will and won't work, and show you a more reliable alternative for the future.

Fast Answer

  • Location: Sent Items Folder
  • Action Path: Open the email > Message tab > Actions > Recall This Message
  • Key Condition: Recipient must be on the same Exchange server (in your company) and must not have opened the email.
2-5 minutes Time needed
Easy Difficulty
Recall is not guaranteed Watch out for

Before You Start

The success of recalling an email depends heavily on a few specific conditions. It's not a magic button that works every time. Understanding these prerequisites is essential before you even try, as a failed attempt can sometimes make the situation worse by drawing more attention to the original email.

What You Need

  • The Outlook desktop app for Windows. The full recall feature is only available in the classic desktop version of Outlook. It is not available in Outlook for Mac, the mobile apps, or the Outlook web version (Outlook.com).
  • A Microsoft 365 or Microsoft Exchange account. This feature is designed for business environments. If you're using a personal Outlook.com account connected to other services (like POP or IMAP for a Gmail account), recall will not be an option.
  • Access to your 'Sent Items' folder. This is where you will find the email you wish to retract.

Safety, Timing, and Context Checks

  • Internal vs. External Recipients: The recall feature is designed to work for recipients within your own organisation who are on the same email server. It will almost certainly fail for anyone with an external email address like @gmail.com or @yahoo.co.uk.
  • Timing is Crucial: You must attempt the recall before the recipient opens and reads the email. Once it's marked as 'read', it cannot be recalled. You need to act as quickly as possible.
  • Recipient's Settings Matter: Success also depends on the recipient's Outlook settings. For example, if they have automatic rules that move your emails to a different folder upon arrival, the recall will fail.
  • Public Folders: If the message was read from a Public Folder in Outlook, the recall will fail.
Check first: The single most important factor is the recipient's email system. If you sent the email outside your company, do not attempt a recall. It will fail and send the recipient a second, confusing notification, highlighting your original mistake. In this case, it is always better to send a polite follow-up correction email.

How to Recall a Message in Outlook

Follow these steps carefully using the Outlook desktop application on a Windows computer. Remember to perform this process from the same email account you used to send the original message.

Step 1: Navigate to Your 'Sent Items' Folder

First, you need to find the email you want to recall. In the folder pane on the left side of the Outlook window, click on the 'Sent Items' folder. This will display a list of all the emails you have successfully sent.

Step 2: Open the Message in a New Window

Scroll through your sent items to locate the specific message you want to recall. It's crucial that you double-click the email to open it in its own separate window. Simply selecting it to view in the Reading Pane will not work, as the necessary menu options will not be visible.

Tip: If you're having trouble finding the email, you can use the search bar at the top of the 'Sent Items' folder and search by recipient or subject line.

Step 3: Find the 'Actions' Menu

With the message open in its own window, look at the ribbon of options at the top. Make sure you are on the 'Message' tab. In the 'Move' section of the ribbon, you will see a button labelled 'Actions'. It may also appear as an icon of an envelope with a small arrow. Click this button to reveal a dropdown menu.

Step 4: Select 'Recall This Message'

From the 'Actions' dropdown menu, click on the option that says 'Recall This Message...'. This will open a new dialogue box with the recall options.

Important: If you do not see this option, it's a sign that you do not have the right type of account (Microsoft Exchange) or you have not opened the message in a new window. Go back to Step 2 and ensure the email is fully opened.

Step 5: Choose Your Recall Option

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 original email from the recipient's inbox entirely, as long as they haven't read it. This is best if the email was sent by mistake and contains no useful information.
  • Delete unread copies and replace with a new message: This option will first try to delete the original email and then allow you to edit and send a corrected version. This is the best choice if you sent an email with a typo, an incorrect attachment, or missing information.

Below these choices, there is a checkbox: 'Tell me if recall succeeds or fails for each recipient'. It is highly recommended to keep this box ticked. This will send you a status email for each person you sent the original message to, confirming whether the recall was successful or not.

Step 6: Send the Replacement Message (If Applicable)

If you chose to 'Delete unread copies and replace with a new message', Outlook will immediately open a new window containing the text of your original email. You can now make your corrections. Edit the subject line, change the body text, or add/remove attachments. Once you are satisfied with the new version, click the 'Send' button just as you would with a normal email.

Tip: It can be helpful to add a brief note at the top of the replacement message, such as "Apologies, sending the corrected version below," to avoid confusion.

Step 7: Monitor Your Inbox for Recall Reports

Shortly after you initiate the recall, you will start to receive automated emails with subject lines like "Message Recall Report". These are the status updates you requested in Step 5. Each report will tell you if the recall for a specific recipient was a 'Success' or 'Failure'. Pay close attention to these, as you may need to send a manual follow-up email to anyone for whom the recall failed.

Common Problems When You Recall a Message in Outlook

Unfortunately, the recall process is far from perfect. Here are some of the most common issues you might encounter and why they happen.

Problem: The Recall Failed for Some or All Recipients

This is the most common outcome. You receive a "Message Recall Failure" report. There are several reasons for this:

  • The recipient already opened the email. This is the primary reason for failure. Once an email is read, the recall function cannot touch it.
  • The recipient is external. As mentioned, recalling a message sent to a Gmail, iCloud, or any other non-Exchange account will not work.
  • The message was moved by a rule. If the recipient has an inbox rule that automatically moves messages from you into a specific folder, the recall process can't find the message and will fail.
  • The recipient opened it on a phone or tablet. Many email clients on mobile devices don't fully support the recall function, so if they view the message there first, the recall will likely fail even if their desktop Outlook is closed.

Solution: You cannot fix a failed recall. The best and most professional course of action is to send a new, polite follow-up email. Start with a clear subject line like "Correction to my previous email" and briefly apologise for the error. This is much better than hoping they didn't see the original message.

Problem: The Recipient Knew I Tried to Recall the Message

Even when a recall fails, the recipient often gets a second message stating, "[Your Name] would like to recall the message, '[Original Subject]'." This can draw even more attention to your mistake than if you had done nothing.

Solution: This is an unavoidable risk of using the recall feature. You must be prepared for this outcome. If the original mistake was minor, like a small typo, it's often better to leave it alone rather than risk highlighting it with a recall attempt notice.

Problem: The "Recall This Message" Option is Greyed Out or Missing

If you can't even click the recall button, it's almost always due to one of these reasons:

  • You are not using a Microsoft Exchange or Microsoft 365 account.
  • You are using Outlook for Mac, Outlook on the web, or a mobile app.
  • You are viewing the sent message in the Reading Pane instead of opening it in its own window.

Solution: Double-check that you are using the correct version of Outlook and that you've double-clicked the message to open it fully. If the option is still missing, your account type likely does not support the feature.

Advanced Tips for Managing Sent Emails

Because the recall feature is so unreliable, it's better to use proactive strategies to prevent sending mistaken emails in the first place.

Set Up an "Undo Send" Delay

The single most effective way to prevent email regret is to give yourself a brief window to cancel a message after you hit 'Send'. This holds the email in your Outbox for a set period before it actually goes out.

How to set it up in Outlook Desktop (via a Rule):

  1. Go to File > Manage Rules & Alerts.
  2. Click 'New Rule...'.
  3. Under 'Start from a blank rule', select 'Apply rule on messages I send' and click 'Next'.
  4. Don't select any conditions on the next screen. Just click 'Next'. A pop-up will ask if you want to apply the rule to every message you send; click 'Yes'.
  5. On the 'Actions' screen, tick the box that says 'defer delivery by a number of minutes'.
  6. In the bottom pane, click the underlined 'a number of'. Enter a value between 1 and 120 minutes (e.g., 2 minutes) and click 'OK', then 'Next'.
  7. You can add exceptions if you wish (e.g., don't delay messages marked as high importance), then click 'Next'.
  8. Name your rule (e.g., "2-Minute Send Delay") and click 'Finish'.

Now, every email you send will sit in your 'Outbox' folder for 2 minutes before it is delivered, giving you a chance to open it, delete it, or make changes.

Tip: Outlook on the web has a simpler, built-in 'Undo send' feature. Go to Settings (gear icon) > View all Outlook settings > Mail > Compose and reply. You can set a delay of 5 or 10 seconds there.

Crafting a Professional Correction Email

When a recall fails or isn't an option, a swift and professional correction is key. Don't make a big deal out of it. Use a clear, simple template:

  • Subject: CORRECTION: [Original Email Subject]
  • Body:

    Hi [Recipient Name],

    Please disregard my previous email sent with the subject "[Original Email Subject]". It contained an error in [mention the specific area, e.g., the attached report, the meeting time].

    The correct information is [provide the correct information here].

    My apologies for any confusion this may have caused.

    Best regards,
    [Your Name]

Quick Reference: Recall vs. Other Actions

Situation Recommended Action Reason
Sent a minor typo to an internal colleague. Recall and Replace High chance of success internally before it's read. It's a quick and clean fix.
Sent a sensitive document to the wrong external client. Send a polite correction email immediately. Recall is guaranteed to fail and will send a notification, making the situation worse. Transparency is key.
Sent an angry or emotional email you regret. Send a sincere apology email. The damage is in the tone, not the information. A recall attempt seems evasive; a direct apology is more professional.
You frequently notice mistakes just after hitting 'Send'. Set up an "Undo Send" delay rule. This is a proactive, reliable solution that works for all emails and prevents the problem from happening.

How To Recall A Message In Outlook FAQ

Does recalling a message in Outlook always work?

No, far from it. It is highly unreliable. Success depends on the recipient using Outlook on the same Exchange server, them not having read the message yet, and their personal Outlook settings not interfering.

Can I recall an email sent to a Gmail or Yahoo address?

No. The recall feature only works within a closed Microsoft Exchange environment (typically, inside one company). It cannot interact with external email services like Gmail, Yahoo, iCloud, or others.

Will the recipient know if I recall a message?

Yes, almost always. If the recall is successful, the original message will disappear from their inbox, but they may notice it was there and is now gone. If the recall fails, they will receive the original message AND a new message telling them you attempted a recall, which can be awkward.

How long do I have to recall a message?

There is no technical time limit, but there is a practical one. You can only recall a message that is unread. Therefore, you have from the moment you send it until the moment the recipient opens it. This could be seconds or hours, so speed is essential.

Can I recall a message from the Outlook app on my phone or Mac?

No. The full "Recall This Message" feature described in this guide is exclusive to the Outlook desktop application for Windows. The web, Mac, and mobile versions do not have this function, although some may support a short "Undo Send" delay.

Final Checklist for Recalling a Message in Outlook

Before you hit the recall button, run through this final mental checklist to make sure it's the right decision and to manage your expectations.

  • Check the Platform: Are you using the Outlook desktop application on a Windows computer?
  • Check the Recipient: Is the recipient inside your organisation and using an internal email address?
  • Check the Urgency: Have you acted immediately after sending the email?
  • Open Correctly: Have you double-clicked the sent email to open it in a separate window?
  • Decide the Action: Have you chosen whether to simply delete the message or to delete and replace it with a corrected version?
  • Enable Tracking: Have you left the box ticked to be notified of success or failure?
  • Prepare a Backup Plan: Are you ready to send a professional and polite follow-up apology email if (and when) the recall fails?
  • Consider the Future: Have you thought about setting up a send delay rule to give yourself a safety net for future emails?

By understanding its limitations and using it only in the right circumstances, the recall feature can be a useful tool. However, for everyday peace of mind, the 'Undo Send' delay is a far superior and more reliable solution.