Alex Ruben
How to Effectively Recall Emails in Outlook (2025)
Sending an email by mistake can be a stressful situation, especially if it contains sensitive information or errors. Fortunately, Microsoft Outlook provides a feature that allows you to recall an email after it has been sent. This guide will walk you through the step-by-step process of recalling an email in both the web and Windows desktop versions of Outlook. By the end, you will be equipped to undo a sent email efficiently and effectively, minimizing the potential impact of your mistake.
Before you begin, ensure that you are using the latest version of Outlook, either on the web or installed on your Windows desktop. The recall feature is only available in certain scenarios, such as when the recipient has not yet read the email and both you and the recipient are using Microsoft Exchange accounts. If you are unsure about your Outlook version, you can check for updates by navigating to File > Office Account > Update Options.
Step 1: Access the Sent Items Folder
To start the recall process, open Microsoft Outlook and navigate to the left panel where you can see your folders. Select the Sent Items folder. This folder contains all the emails you have sent, and you will need to locate the specific email you wish to recall.
Step 2: Open the Email You Want to Recall
Once you are in the Sent Items folder, find and double-click on the email you wish to recall. This action opens the email in a new window, allowing you to access the recall feature.
Step 3: Initiate the Recall Process
With the email open, look at the top of the window for the ribbon. Here, you will find the Actions button. Click on it, and from the dropdown menu, select Recall This Message. A confirmation dialog box will appear, giving you options on how to proceed with the recall.
Step 4: Choose Your Recall Options
The dialog box will present you with two choices: Delete unread copies of this message and Delete unread copies and replace with a new message. If you simply want to remove the sent email, select the first option. If you wish to send a corrected email, select the second option. After making your selection, hit OK to proceed.
Step 5: Check the Recall Status
After you have initiated the recall, Outlook will send a recall request to the recipients. You will receive a recall report in your inbox. Open this report to see the status of your recall request, which will inform you if the recall has succeeded, is pending, or has failed. This feedback is crucial as it lets you know the effectiveness of your recall attempt.
Extra Tips & Common Issues
While recalling an email can save you from potential embarrassment or confusion, it’s essential to note that the recall feature works best under specific conditions:
- Both you and the recipient must be using Microsoft Exchange accounts.
- The recipient must not have read the email yet.
- The recall option may not work if the recipient has rules set up that automatically move emails to other folders.
To avoid complications, always double-check your emails before sending them. If you are unsure, consider drafting emails first and reviewing them before sending.
Frequently Asked Questions
Can I recall an email if the recipient is not using Outlook?
No, the recall feature is only effective when both the sender and recipient are using Outlook with Exchange accounts. If the recipient uses a different email service, the recall will not work.
What happens if I recall an email successfully?
If the recall is successful, the email will be deleted from the recipient’s inbox. If you opted to replace it with a new message, the new message will be sent instead.
What should I do if the recall fails?
If the recall fails, the original email will remain in the recipient’s inbox. Consider sending a follow-up email to clarify any misinformation or errors.