How To Recall an Email in Outlook on Windows and Mac: Step-by-Step Guide

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Have you ever hit “send” on an email and immediately regretted it? We’ve all been there. Whether you sent it to the wrong person or noticed a major typo after hitting submit, that sense of panic is universal. Luckily, if you use Outlook on Windows or Mac, there’s a handy trick to undo that mistake: the email recall feature.

This guide will walk you through how to retract an email before it reaches the recipient, as well as how to prevent similar errors from happening in the future.

How to Recall an Email in Outlook

To recall an email, you’ll need to be using the desktop version of Outlook. Thankfully, Outlook remains one of the top email clients, making this feature accessible for many users.

First, open Outlook and make sure you’re running the latest version. Once it’s open, start by selecting the “Home” tab.

Step 1: In the folder list on the left, click on “Sent Items” to view your sent emails.

Step 2: Find the message you want to recall and double-click it to open in a new window.

Step 3: With the message window active, go to the “Message” tab. Click the three dots (more options) on the right side of the ribbon, then hover over “Actions” and select “Recall This Message.” If you’re using a newer version of Outlook, you may see the “Recall Message” option directly on the toolbar after opening your sent email.

Step 4: A window will appear with options: you can choose to delete unread copies of the message, or delete and replace with a new one. You also have the option to get notifications if the recall succeeds or fails. Make your selection and click “OK.”

Step 5: If you chose to replace the email, Outlook will open a new window for you to draft the corrected message. Once you’re done editing, simply click “Send,” and the recall process will attempt to remove the original email from the recipient’s inbox.

Important Note: The success of a message recall depends on various factors. For the recall to work, the recipient must be using the same Outlook client connected to Microsoft Exchange or Office 365, and the email must remain unread. If the recipient has already opened or moved the email, recall attempts are likely to fail. Additionally, in some cases, the recipient might be notified that a recall was attempted, so it’s not a foolproof method for removing messages that have already been read.

Setting Up a Delay for Sending Emails

Another useful feature in Outlook is delaying the delivery of your emails. This is especially helpful if you’re prone to mistakes, need time to review your message, or want to schedule emails to send at specific times.

Here’s how you can set up a delayed sending rule:

Step 1: Click on “File” in the upper-left corner.

Step 2: Choose “Manage Rules & Alerts” from the dropdown menu.

Step 3: In the new window, select “New Rule.”

Step 4: Under “Start from a blank rule,” choose “Apply rule on messages I send” and click “Next.”

Step 5: You can ignore any conditions and proceed by clicking “Next,” then confirm by clicking “Yes” on the prompt.

Step 6: Check the box labeled “defer delivery by a number of minutes.” Click on “a number of,” then specify the number of minutes you want to delay your email—up to 120 minutes. Click “OK,” then “Next.”

Step 7: Give your rule a name, such as “Delay Sending,” and ensure “Turn on this rule” is checked. Click “Finish” to activate it.

Now, your emails will wait in the Outbox for the duration you set before sending automatically. This gives you extra time to review and catch any mistakes.

Why Sometimes You Can’t Recall a Message

Despite its usefulness, the recall feature isn’t always reliable. Here are common scenarios where it might not work:

Email sent to someone outside your organization: Recall only works if both you and the recipient are on the same Microsoft Exchange or Office 365 server.
The email has already been opened: Recall targets unread messages, so if the recipient has already viewed it, recall attempts will fail.
The email was moved or filtered: If the recipient’s email rules automatically move messages from the inbox to other folders, the recall won’t find the message.
Recipient uses a different email client: The recall feature is designed for Outlook on Windows. Using Gmail, Apple Mail, or accessing email via a mobile device can prevent recall from working properly.

Remember, the recall feature is a safety net rather than a solution for urgent or sensitive mistakes. Always give yourself a moment to review your emails before hitting send, especially when sharing sensitive or controversial content.

FAQs About Recalling Outlook Emails

Can I recall an email after an hour?
Yes, as long as the recipient hasn’t opened the email yet, you can initiate a recall at any time. However, acting quickly is best, since once opened, the message can’t be retracted.

Does Outlook notify someone if a recall is successful?
Outlook can send a notification if you’ve chosen that option, but these success or failure notices are not always definitive.

Can I recall an email on my phone?
Yes, Outlook’s mobile apps for Android and iOS include the recall feature, but the same conditions apply—success depends on whether the recipient has already viewed the message and their email client.

How can I tell if a recall worked?
You can request a notification from Outlook about the success or failure of the recall. Keep in mind, these reports are sometimes inconclusive.

Recalling emails is a helpful tool for fixing small mistakes after sending, but it shouldn’t be relied upon to cover up bigger errors or impulsive messages. Taking a moment to review before hitting “send” remains the best practice for responsible emailing.

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