Have you ever clicked “Send” on an email only to discover right away that you made a mistake? Perhaps you sent it to the wrong recipient, forgot an attachment, or included inaccurate information. Email recall is a built-in feature in Microsoft Outlook that could come in handy. If certain requirements are met, you can use this feature to take back an email you’ve already sent. This article will explain when and how to recall an email in Outlook, as well as the processes involved.
What Is Email Recall in Outlook?
Outlook’s recall feature lets you take back an email you’ve sent and, if you’d want, send a fresh one in its stead. It is only useful in specific situations, though, and knowing these restrictions is essential to making the most of it.
Requirements for Email Recall to Work
Before attempting to recall an email, ensure the following:
- You and the recipient must both be using Microsoft Outlook.
- You must be part of the same Microsoft Exchange server or organization.
- The recipient must not have read the original email.
- The email must still be in the recipient’s inbox (not moved or redirected).
Steps to Recall an Email in Outlook
- Open Outlook
Launch the Outlook desktop app (email recall is not available in the web version). - Go to “Sent Items.”
In the left pane, click on Sent Items to locate the message you want to recall. - Double-click to Open the Message
Don’t just preview it — double-click to open the email in its own window. - Click on “Actions.”
In the menu bar at the top, go to the Message tab. Then, click Actions > Recall This Message.
Note: If you don’t see “Actions,” you may need to click the “More Move Actions” drop-down.
- Choose Your Recall Option
A dialog box will appear with two options:
– Delete unread copies of this message
– Delete unread copies and replace with a new message
Select your preferred option and click OK. - Compose a Replacement Message
If you choose to replace the message, a new window will open, allowing you to write and resend your corrected email.
After Sending the Recall Request
Outlook will attempt to recall the email. You may receive a notification about whether the recall was successful or failed. However, success isn’t guaranteed — especially if:
- The recipient already opened the original email.
- The recipient isn’t using Outlook or isn’t on the same Exchange system.
- Rules in Outlook moved the email to another folder.
Tips to Avoid Recall Issues
- Double-check before sending. Always review your recipients, attachments, and message.
- Use “Delay Delivery”: In Outlook, you can delay sending emails by a few minutes. Go to Options > Delay Delivery, and set a short delay to give yourself a recall-free buffer.
- Enable conversation view: Makes it easier to track your sent and recalled emails in threads.
Although Outlook’s recall feature has restrictions and isn’t foolproof, it can be a lifeline in some situations. Successful use of it requires knowing when and how it operates. Understanding how to recall an email in Outlook provides you another chance, whether you’re fixing a typo or preventing someone from seeing a sensitive message. Preventive measures are still the best course of action. So, check your emails again before sending them. You can also think about using the postpone delivery tool to buy yourself a little more time.
