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| How to Recall an Email in Outlook (2025 Guide) |
How to Recall an Email in Outlook: A Step-by-Step Guide (2025 Update)
Sent an email by mistake? It happens to the best of us. Whether you’ve attached the wrong file, misspelled a recipient’s name, or sent an incomplete message, Outlook offers a feature that lets you recall an email. This feature, however, has its limitations and is most effective in certain situations. In this guide, we’ll explain how to recall an email in Outlook, along with the conditions needed for success and what to do when recall doesn’t work.
What is Email Recall in Outlook?
Email recall in Outlook is a feature that allows you to retract an email that you’ve already sent. Instead of sending an apology or a follow-up message, you can attempt to delete the email from your recipient's inbox before they even open it.
However, there are some important things to note:
- The recall only works when both you and the recipient are using Microsoft Exchange and are in the same organization or domain.
- If the recipient has already opened the email, recall will not be effective.
Now, let’s dive into how to use this feature.
Requirements for Recalling an Email in Outlook
Before you attempt to recall an email, you must ensure that you meet the following requirements:
- Microsoft Exchange: The recall feature works only when both you and the recipient are on Microsoft Exchange. If you’re sending an email to someone with a non-Exchange email account (e.g., Gmail or Yahoo), recall will not work.
- Unopened Email: The email must be unread by the recipient. If the recipient has already opened the email, it’s too late for a recall.
- Same Domain: It’s more likely to work if both you and the recipient are within the same organization or domain.
- Desktop Outlook: Email recall is available on the desktop version of Outlook (365, 2021, 2019, 2016, etc.) and does not work in Outlook Web or Mobile versions.
How to Recall an Email in Outlook (Step-by-Step)
1. Go to Sent Items
Open Outlook and navigate to the Sent Items folder.
2. Open the Message
Double-click on the email you wish to recall. This will open the email in a new window.
3. Click on File > Info > Message Resend and Recall
In the email window, go to the File tab. Then, click on Info from the sidebar, followed by Message Resend and Recall.
4. Select Recall This Message
A menu will appear with two options:
- Delete unread copies of this message – This will attempt to delete the email from the recipient’s inbox if it’s unread.
- Delete unread copies and replace with a new message – This option allows you to replace the original message with a new one.
5. Click OK
Once you select your desired option, click OK to confirm your action.
6. (Optional) Compose and Send a New Message
If you chose to replace the email, you will be prompted to compose a new message. Edit your email and send it again.
What Happens After You Recall an Email?
Once you’ve recalled an email, Outlook attempts to delete it from the recipient’s inbox. However, the result may not always be successful. Here are the possible outcomes:
- Success: If the recipient hasn’t read the email and is using Microsoft Exchange, the email will be deleted from their inbox.
- Failure: If the recipient has already read the email or is not using Exchange, the recall will fail. The recipient might even receive a notification saying that you attempted to recall the email.
- Partial Success: In some cases, Outlook might only be able to delete the email from the inbox but not from the recipient’s cached copy.
To improve your chances of success, it’s best to act quickly and ensure both you and the recipient are on Exchange.
When You Can’t Recall an Email
Unfortunately, email recall doesn’t work in all situations. Here’s when it won’t work:
- Email Already Opened: If the recipient has already opened the email, you can’t recall it.
- Non-Exchange Accounts: The recall feature only works with Microsoft Exchange. If you’re emailing someone with a Gmail, Yahoo, or other non-Exchange account, recall won’t be effective.
- Outlook Web or Mobile App: The recall feature is only available in the desktop version of Outlook. If you use Outlook Web or the mobile app, you won’t be able to recall an email.
In these cases, you may need to send a follow-up email or apologize to the recipient directly.
Pro Tips & Alternatives to Email Recall
While email recall can be helpful, it’s not foolproof. Here are some additional tips and alternatives:
- Delay Delivery: One way to avoid mistakes is by setting a delay on your emails. Outlook allows you to schedule emails to be sent later, which gives you a buffer to catch errors before they go out.
- Double-Check Recipients: Always double-check your recipients and attachments before sending an email. This can save you the trouble of having to recall an email.
- Use Outlook Rules: You can set up Outlook rules to avoid common email mistakes, like sending emails to the wrong person or attaching the wrong file.
- Follow-Up Email: If the recall fails, simply send a follow-up email apologizing for the mistake and correcting any errors.
Can You Recall an Email in Outlook Web or Mobile App?
As mentioned earlier, email recall is not supported in Outlook Web or Mobile. If you’re using these platforms, consider using the delay send feature instead, which allows you to delay the sending of emails by a few minutes to catch mistakes before they’re sent.
FAQs About Email Recall in Outlook
- Can I recall an email after 1 hour? The sooner you recall an email, the better. However, the recall feature is most effective if the email remains unread. If it has been opened, recall won’t work.
- How do I know if recall worked? Outlook will send you a notification about the recall attempt. You’ll see a success or failure message, depending on the outcome.
- Can I recall attachments? No, attachments cannot be recalled separately. If the email with the attachment is recalled, the attachment is also removed.
- Will the recipient know I recalled the email? Yes, the recipient may get a notification that you’ve attempted to recall the email.