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

We’ve all been there—you hit Send just a little too quickly and immediately realize you made a mistake. Maybe you forgot the attachment, sent the message to the wrong person, or just noticed a glaring typo. If you’re using Microsoft Outlook, there’s a feature called Message Recall that might help you fix the error before it causes a bigger issue.

In this guide, we’ll walk you through how to recall an email in Outlook step by step, explain when it works (and when it doesn’t), and show you practical alternatives if recall fails. By the end, you’ll also know how to set up preventive measures like delay send so you can avoid these stressful situations altogether.

Can You Really Recall an Email in Outlook?

Before diving into the steps, it’s important to understand the limitations of Outlook’s recall feature. Unlike Gmail’s simple “Undo Send” option, Outlook’s recall function is more restricted and works only under very specific conditions.

• The recall option is available only in the desktop version of Outlook (Windows).
• It works only if both you and the recipient are on the same Microsoft Exchange server (common in workplace or enterprise accounts).
• The email can only be recalled if the recipient has not yet opened it.
• It does not work with external email systems such as Gmail, Yahoo, or Apple Mail.

In short, recall is most reliable in a corporate environment where everyone is using Outlook with Microsoft Exchange. If you’re emailing outside your organization, recall attempts are almost always unsuccessful. That’s why it’s crucial to know the proper steps and also understand the alternatives.

How to Recall an Email in Outlook

If you’re using Outlook for Windows and your account is connected to Microsoft Exchange, you can attempt to recall a message you’ve sent. Here’s how:

Step-by-Step: Recall in Outlook Desktop (Windows)

1. Open Outlook and go to your Sent Items folder.
2. Double-click the email you want to recall. This will open the message in a new window.
3. In the ribbon at the top, select File, then choose Info.
4. Click on Message Resend and Recall, and then select Recall This Message.
5. You’ll be presented with two options:
   • Delete unread copies of this message — this attempts to remove the original email from the recipient’s inbox.
   • Delete unread copies and replace with a new message — this lets you send a corrected version immediately.
6. Check the box to “Tell me if recall succeeds or fails for each recipient” if you want notifications.
7. Click OK to finalize your choice.

If successful, Outlook will send a recall request to the recipient’s mailbox. However, success isn’t guaranteed—especially if the recipient has already opened the original message or is outside your Exchange server.

How to Recall an Email in Outlook 365 (Desktop App)

For Office 365 users on Windows, the process is virtually identical to the classic Outlook desktop steps above. The only difference is slight interface variations depending on your Outlook version. Still, the recall option remains under Message Resend and Recall.

How to Recall an Email in Outlook Web (Outlook.com / O365 Web App)

If you’re using the web version of Outlook, unfortunately, there is no direct recall feature. Microsoft has not enabled message recall in the Outlook Web App (OWA). That said, you can still set up preventive measures like Delay Send, which gives you a short window to cancel an email before it leaves your outbox.

Here’s how to enable Undo Send in Outlook Web:

1. Log into Outlook on the web.
2. Click the Settings gear icon in the upper right.
3. Select View all Outlook settings at the bottom.
4. Go to Mail > Compose and reply.
5. Scroll down to Undo send and set a delay (up to 10 seconds).

With this enabled, you’ll see an “Undo” option pop up briefly after sending an email—similar to Gmail’s functionality.

Can You Recall an Email in Outlook Mobile App?

No. The Outlook mobile app (iOS and Android) does not support message recall. If you’re often on the go, your best option is to enable a delay send rule on your Outlook account. This ensures every email you send—whether from desktop or mobile—is held for a few seconds or minutes before it actually leaves your outbox.

Alternatives If Recall Doesn’t Work

Since Outlook recall is limited and often fails, it’s important to know other strategies. Here are practical alternatives:

• Delay Send / Undo Send: Setting up a rule in Outlook to delay outgoing messages by 1–2 minutes. This gives you a grace period to catch mistakes.
• Send an Apology or Correction: If the email has already been read, the professional move is to follow up with a quick correction or clarification.
• Third-Party Email Tools: Some enterprise email security platforms offer more robust retraction features that can work across systems.

Troubleshooting: Why Recall Might Fail

Even if you follow the steps perfectly, recall is not guaranteed. Common reasons why recall fails include:

• The recipient has already opened the email. Once read, recall can’t remove it from their inbox.
• The recipient is using a different email system. For example, Gmail, Yahoo, or Apple Mail users won’t honor the recall request.
• Rules or mobile devices interfered. If the recipient’s email client or device moves the message (e.g., filters or folders), the recall may not apply.

This is why many Outlook users rely on delay send rules instead of recall—it’s more reliable and works proactively.

Preventing Future Mistakes in Outlook

If recalling emails feels stressful and unreliable, prevention is your best bet. Here are practical steps to reduce the risk of email blunders:

• Enable Delay Send: Set up a 1–2 minute delay rule in Outlook so every message sits in your outbox briefly before sending.
• Double-Check Recipients: Pay extra attention when Outlook auto-fills email addresses—it’s easy to select the wrong contact.
• Preview Attachments: Attach files before writing your message so you don’t forget.
• Use Draft Mode: For sensitive emails, save them as drafts and re-read later before sending.

Taking a few preventive measures can save you from relying on Outlook’s recall feature, which is often unpredictable.

Bonus Tips: Mastering Outlook for Productivity

Once you understand how to recall an email in Outlook, the next step is to make your workflow more efficient and error-proof. Outlook offers several built-in tools and settings that can help you minimize mistakes, organize your inbox, and save time.

1. Use Rules to Automate Email Management

Outlook’s Rules feature lets you automate common tasks, such as moving messages from specific senders into folders or flagging emails with certain keywords. This not only keeps your inbox cleaner but also reduces the chance of overlooking important communication.

2. Enable Focused Inbox

The Focused Inbox separates your most important emails from lower-priority ones. By training Outlook to prioritize the right messages, you can cut down on distractions and reduce the chance of missing a critical email that might require urgent correction or recall.

3. Schedule Emails in Advance

Instead of sending late-night drafts immediately, use Outlook’s Schedule Send feature. This allows you to compose an email and set a future delivery time. It’s perfect for business communication across time zones and gives you an opportunity to double-check the message before it goes out.

4. Create Quick Steps

Outlook’s Quick Steps are customizable shortcuts that help you perform multiple actions with one click. For example, you could create a Quick Step that replies to an email, marks it as read, and moves it to a folder instantly. Small efficiencies like this help you stay focused and avoid errors that might lead to needing a recall.

5. Use the Delay Send Rule for Peace of Mind

Arguably the most important tip for avoiding email blunders is to set up a global Delay Send rule in Outlook. This gives every email you send a brief “holding period” in your outbox—enough time to catch errors before the message is delivered.

Here’s how to set it up in Outlook Desktop:

1. Click on File in the top menu.
2. Choose Manage Rules & Alerts.
3. In the Rules and Alerts dialog, click New Rule.
4. Select Apply rule on messages I send under Start from a blank rule.
5. Click Next until you reach the conditions screen, then choose Next again to apply the rule to all outgoing messages.
6. In the actions screen, select defer delivery by a number of minutes.
7. Specify the delay time (1–2 minutes is recommended).
8. Click Finish and then Apply.

From now on, every email you send will stay in your Outbox for the set period, giving you a crucial safety net in case you need to cancel or edit a message.

Conclusion

Recalling an email in Outlook can be a lifesaver, but it comes with significant limitations. The feature only works in specific scenarios—mainly within Microsoft Exchange environments where the recipient hasn’t read the message. For everyone else, relying on recall is a gamble.

That’s why prevention is key. By enabling delay send rules, using Undo Send in Outlook Web, and adopting productivity habits like double-checking recipients and attachments, you can minimize errors and avoid the stress of trying to retract an email.

If you want to take your Outlook skills further, consider exploring automation features, scheduling, and productivity plugins that can make your daily communication smoother and more reliable.

Pro tip: Want to avoid email disasters and become more efficient in Outlook? Download our free Outlook Productivity Cheatsheet and learn 10 advanced tips to save time every day.

Frequently Asked Questions

Can you recall an email in Outlook after it has been read?

No. Once the recipient has opened your message, recall cannot remove it. At that point, your best option is to send a follow-up correction or clarification.

How do you recall an email in Outlook on Office 365?

If you’re using Outlook 365 on Windows (desktop app), you can recall emails using the Message Resend and Recall option under File > Info. This feature is not available in the Outlook web app.

Does recalling an email in Outlook actually work?

It can, but only under limited conditions. Both sender and recipient must be on Microsoft Exchange, and the recipient must not have opened the email yet. Otherwise, recall will fail.

How do I know if my Outlook email recall was successful?

When you initiate a recall, Outlook gives you the option to receive notifications. You’ll get a message telling you whether the recall succeeded or failed for each recipient.

Why does Outlook recall fail?

Common reasons include: the recipient already opened the email, the recipient uses a different mail system (like Gmail or Yahoo), or the email was moved by rules or mobile devices before recall could take effect.

Can I recall an email in Outlook sent to Gmail or Yahoo?

No. Recall only works within Microsoft Exchange environments. Emails sent to external providers cannot be recalled.

Is there an undo send option in Outlook like Gmail?

Yes, but only in the Outlook Web App. You can enable Undo Send in Settings > View all Outlook settings > Mail > Compose and reply. This gives you up to 10 seconds to cancel an email after hitting send.

How to replace an email in Outlook after sending?

If recall is available, you can choose Delete unread copies and replace with a new message. This lets you send an updated version of the email to replace the original—again, only if the recipient hasn’t opened it yet and is using Outlook with Exchange.