Everyone has been there – you have typed the word send in an email and then suddenly you realize that you have made a mistake or sent it to the wrong individual. Don’t panic! Microsoft Outlook has an inbuilt recall feature that will save you from this scenario. Here, in this step-by-step guide, you will know precisely how to recall an email in Outlook and what to do in case the recall doesn’t succeed.
What Do the Terms “Recall Email” in Outlook Mean?
In Outlook, recalling emails implies retracting a message that you have already written and sent (before or after it is read). This feature helps you delete or substitute the email that was sent by you to the recipient’s inbox, particularly when you have:
- Sent it to the wrong person
- Committed a spelling or attachment error
- Omitted some very critical details
How To (and Can’t) Recall an Email in Outlook
Before going through the steps, it’s important to understand when email recall is effective.
Recall Works If:
- Both the sender and recipient make use of Microsoft Outlook in the same Exchange server (typically in one company).
- The email is yet to be read by the recipient.
- The email remains in the Inbox of the recipient and is not transferred to a different folder.
Recall Won’t Work If:
- The email was sent to third-party emails (as Gmail, Yahoo and others).
- The message is already opened by the recipient.
- You/the recipient are using Outlook on web (browser version) rather than the desktop application.
Step-by-Step: How to Recall an Email in Outlook (Desktop App)
Step 1: Selecting an Email in the Outlook Desktop Application
The basic procedure to remember an email using the Outlook desktop contact is as follows:
- Here, the first step would be to open the Sent Items Folder.
- Open Outlook and select the folder Sent Items on the left sidebar. Every message that you sent is saved in this folder.
Step 2: Click Twice on the Email That You Desire to Recall
Locate the email that you wish to recall and change your mind and double-click to open it in a new window.
Step 3: Click the Top Menu That Contains the Word “File”
After opening the email, there should be a file tab that is at the top-left side of the screen.
Step 4: Select “Resend or Recall”
Select the File menu and then click on Resend or Recall → Recall This Message.
Step 5: Select Your Recall Option
- A pop-up window will be offered, which will contain two choices:
- Archive unread messages of this message.
- Erase unread messages and use another message.
- Choose the one you like and click on OK.
Step 6: (Optional) Change the Message
In case you decided to change the email, a new message window will be presented where you are free to correct and resend.
What to Do in Case of Email Recall Being Ineffective – Next Steps
And in the case you cannot recall the email address of your Outlook account, then there is really no cause to panic and this is a usual phenomenon. Rather, the best solution is to reply to that with a follow-up email, which is a quick follow-up to make a clarification or correction on what has already been mentioned politely. This shows the amount of professionalism and truthfulness, but it can win you more trust with the recipient. Also, one may set the feature of the Delay Delivery in the Outlook to be enabled so that the upcoming email may be delayed so that a person has time to check it out before sending it. The other effective solution that can be offered is the use of a read receipt, as this will make you aware of the flow of communications and that too on the basis of the reading of your emails. Consider spending one minute and re-reading the message and fixing the tone, recipients and attachments, when using serious messages. Even though the memory of Outlook is small, these proactive habits provide an appearance of you being more structured, reliable or confident in your manner of utilizing e-mails.
How to Recall an Email in Outlook 365 (Web Version): Step-by-Step
However, the Outlook 365 version in the web does not have a direct recall button. Nevertheless, you still can do something:
1. Go to your Sent Items.
2. In case the receiver did not read the email, follow up and send a correction.
3. Click on Undo Send if available — it waits a few seconds before sending the mail after clicking on Send.
4. To make it possible: Settings → View all outlook settings → Mail → Compose and reply → Undo send.
5. Select a delay time (maximum delay is 10 seconds).
What Happens After You Recall an Email
After trying to recall, Outlook will forward a message to the inbox of the recipient that you are attempting to recall a message.
Here’s what might happen:
- On success, the original email will be deleted or replaced automatically.
- In case of failure, the recall message will inform you that it failed.
- How to Test Whether Your Recall Was Successful
To verify recall status:
1. Go to your Sent Items folder.
2. Open the recall message that you received in Outlook.
3. Check status notification — it shall indicate successful or unsuccessful recall of each recipient.
Suggestions on How to Prevent Email Errors in the Future
Use the “Undo Send” Option
Delay your emails by 10–30 seconds before they are actually sent. This gives you time to cancel.
Double-Check Recipients
It is always advisable to verify the recipient of the message before clicking the button and sending it.
Use Draft Mode
Compose sensitive or important emails in Drafts and revisit them at a later date and send them on.
Attach Files Last
Deleting attachments is natural to forget — put them on afterward once you are done with your email.
Conclusion
Outlook email recall can be a blessing when you need to do something fast — it is not always effective. The trick is to know how it works and what its boundaries are. The above steps and the solutions mentioned will allow you to minimize the chances of making errors in emails and express yourself more efficiently.
FAQs
What would have occurred in case the recipient had opened my email?
Recall will not be possible in case the email is read. A follow-up correction can be sent, however, to you.
Am I able to remember an email in the Outlook mobile application?
No, the mobile version does not yet allow one to recall emails.
How many seconds will it take me to remember an email in Outlook?
Time has no limits, but remembering is active as long as the person who receives it has not read the message.
Is there an alternative to recall?
Yes — when you can not recall, the Undo Send button is the best option and a quick apology or correction email should do.
