How to Recall an Email in Outlook on Any Device

We've all experienced the panic of sending an email with a mistake, whether it's a typo, a missing attachment, or sending it to the wrong person. Fortunately, Outlook has features that can help you rectify these situations. This guide will show you how to recall an email in Outlook across multiple platforms, including Windows, Mac, iPhone, and Android devices.

Can You Unsend an Email in Outlook? When Email Recall Works – and When It Doesn’t

Before you try to retrieve an email, it's important to understand when email retrieval actually works.

When Email Recall Is Possible

• Both you and the recipient must be using Microsoft Outlook with a Microsoft Exchange or Microsoft 365 email account in the same organization. (recall won’t work with Gmail, Yahoo, or external email services).
• The recipient must not have read the email yet. If they’ve opened it, recall fails.
• The email must still be in the recipient’s Inbox – if it's moved to another folder by a rule, recall won’t work.

When Email Recall Fails

• If the recipient isn’t using Outlook or using an address outside your organization's Exchange server.
• If the recipient has already opened the email.
• If the email is flagged by Outlook rules and automatically moved to a different folder (e.g., by a rule or filter).

How to Recall an Email in Outlook (For Different Versions and Devices)

Now that we understand the limitations, let's explore the actual steps involved in how to recall an email in Outlook across different versions and platforms. Remember, the success of these steps hinges on the recipient meeting the criteria we discussed earlier.

1. How to Recall an Email in New Outlook

Microsoft has introduced a new version of Outlook for Windows with a redesigned interface. If you're using this version, follow these steps:

1. Open Outlook and go to the Sent Items in the left folder pane.
2. Double-click the email you want to recall to open it.
3. Click the "Recall Message" button in the ribbon.
4. Click OK.

Note that in the new Outlook, the recall process initiates immediately upon confirmation, without the option to choose between deleting or replacing the message.

Shortly thereafter, you'll receive a Message Recall Report in your inbox. Select the link in that message to see whether your recall has succeeded, is pending, or failed.

📌 Note: If these steps don’t match your interface, you may not be using the New Outlook yet. Try to follow the next set of steps for Classic Outlook.

2. How to Recall an Email in Classic Outlook (for Windows)

If you're on the traditional Outlook desktop app, follow these steps:

1. Open Outlook and navigate to the Sent Items folder.
2. Double-click the email you wish to recall to open it in a separate window. Viewing the email in the reading pane won't allow you to recall it.
3. Click the Message tab in the top toolbar.
4. Select Actions > Recall This Message.
5. Choose one of the following options:
   
   • Delete unread copies of this message (removes the email from recipients' inboxes).
   • Delete unread copies and replace with a new message (allows you to send a corrected version).
6. (Optional) Check Tell me if recall succeeds or fails for each recipient.
7. Click OK.
8. (Optional) If you're sending a replacement message, compose the message, and then select Send.

3. How to Recall an Email in Outlook on the Web

Outlook on the web is the web version of Outlook for business users with a work or school account.

1. Open Outlook and go to the Sent Items in the left folder pane.
2. Double-click the email you want to recall to open it.
3. Click the "Recall Message" button in the ribbon.
4. Click OK.

4. How to Recall an Email in Outlook.com

Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as @outlook.com, @hotmail.com, @live.com, or @msn.com. This version does not support email recall. Instead, you can enable undo send option:

1. Open Outlook web version and click the Settings Icon (cogwheel) in the top right corner.
2. Select “Settings” > “View all Outlook settings” at the bottom.
3. Choose “Email” > “Compose and reply.”
4. Scroll down to “Undo send”
5. Set the time limit for recalling messages.
6. Click “Save”.

Using Undo Send

After sending an email, if you need to recall it, click “Undo” within the set time limit. This option appears right after sending an email.

5. How to Recall an Email in Outlook for Mac

If you're using Outlook for Mac, follow these steps:

1. Open Outlook and select "Sent" in the left folder pane.
2. Double-click the sent message to open it in a separate window.
3. Click the "Recall Message" button in the ribbon and select "Recall".
4. Select "OK" in the confirmation dialog box.

📌 Note: This feature is available in Outlook for Mac 16.94 build or later.

6. How to Recall an Email in Outlook for Android and iOS

Recalling messages in Outlook for Android and iOS was unavailable for a long time, but very recently, Microsoft launched an update, and now you can recall an email in Outlook for Android and iOS by following these steps:

1. Open the Sent folder on your Android or iOS device and select the message you wish to recall.
2. Tap the (...) menu in the top-right corner of the email.
3. Choose Recall from the menu options.
4. Once the recall process is complete, you’ll receive a status email notifying you whether the attempt was successful.

📌 Note: This feature is currently available to Android Beta and iOS TestFlight users running app version 4.2504.0 or later, starting in late February 2025. For more updates, check Microsoft 365 Insider Blog.

Why Would You Need to Recall an Email?

Mistakes happen. Even the most careful of us have experienced that sinking feeling after hitting "Send" too soon. Knowing how to recall an email in Outlook can be a lifesaver in these moments. But what are the most common reasons you might need to unsend an email in Outlook?

Wrong Attachment Sent

Imagine attaching a draft instead of the final report or sending a personal file to a colleague. In a situation like this, recalling an email in Outlook 365 can be a saver – if you act quickly.

Incorrect Recipient

So, you type in a recipient's name, hit "Enter", and send the email, but then you realize you've sent it to John Smith in marketing instead of John Simmons in legal. If your organisation uses Microsoft Exchange, you can recall an email in Outlook to fix the mistake before the wrong John reads it.

Typos or Errors

A small spelling mistake might not matter, but what if you sent an email with incorrect pricing, a misspelled client name, or wrong meeting time? In cases like these, the ability to unsend an email in Outlook could prevent misunderstandings.

Unintended Information Shared

Accidentally including confidential information in an email can be a security risk. Maybe you attached an internal report with financial data or mentioned project details that weren’t meant for external eyes. If you know how to recall an email in Outlook 365, you might be able to retract the message before it’s seen.

Accidental "Reply All"

Sending a private response to an entire group can be embarrassing. Recalling the email helps you avoid unnecessary exposure.

These examples show why it's so important to know how to recall an email in Outlook. If you use email a lot, it's a skill you really need.

Alternative Solutions When Recall Fails

As we mentioned earlier, email recall in Outlook doesn't always work. If the person you're sending to has already opened the email or you're using a different email provider, recall won't help. So what's your backup plan?

Delayed Sending

One of the best ways to avoid email mishaps is to set a delay on outgoing emails. This gives you some time to cancel the email before it actually leaves your Outbox.

How to Delay Sending an Email in Outlook:

1. In Mail, go to the File tab on the ribbon.
2. Click Manage Rules & Alerts.
3. Select New Rule.
4. Under Start from a Blank Rule, choose “Apply rule on messages I send”, then click Next.
5. In the Select condition(s) list, choose any options you want (or leave blank to apply the rule to all messages). Click Next.
   
   • Note: If you don’t select any conditions, a confirmation dialog will appear. Click Yes to apply the rule to all sent messages.
6. In the Select action(s) list, check Defer delivery by a number of minutes.
7. In the Edit the rule description box, click the underlined phrase a number of and enter the delay time (up to 120 minutes). Click OK, then Next.
8. Add any exceptions if needed, then click Next.
9. Name your rule in the Specify a name for this rule box.
10. Check Turn on this rule and click Finish.

Follow-Up Email

If you’ve sent an email with a minor error, a follow-up email can clarify things. Politely acknowledge the error and provide the correct information. For example:

“Hi [Recipient], I noticed a small typo in my previous email regarding the meeting time. Please note that the correct time is 10:00 AM, not 11:00 AM. Apologies for any confusion!”

This method shows accountability while minimizing disruption.

Apology Email

If the mistake was serious – such as sending incorrect contract details or an inappropriate comment – an apology email is essential. Own up to the mistake, explain what happened, and outline steps you’re taking to rectify the issue. Keep it short and direct:

• Acknowledge the mistake (“I realize I sent incorrect information in my last email.”)
• Clarify the correct details (“Here’s the correct version.”)
• Apologize professionally (“I appreciate your understanding and apologize for any confusion.”)

An honest apology goes a long way in rebuilding trust and professionalism.

Proofreading: Prevention is Key

The best way to avoid email mistakes? Double-check before sending. Read your email out loud, check the recipient list, and review attachments. Some people even draft important emails but wait a few minutes before hitting send – just to be sure.

Wrapping Up

Understanding how to recall an email in Outlook, and when it’s even possible, is a crucial skill. We've explored the various scenarios where recall is needed, the platform-specific steps, and the limitations you might face. Remember, the success of how to unsend an email in Outlook often depends on the recipient's email environment and whether they've already opened the message.

Key takeaways:

• Recall is most reliable within organizations using Microsoft Exchange Server.
• The "read" status of an email impacts recall success.
• Alternative solutions, such as follow-up emails, can mitigate the impact of errors.
• Proactive steps like proofreading and draft usage are extremely helpful.

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