TL;DR
How to recall an email in Outlook: Go to your Sent Items, open the email, click File > Info > Message Resend and Recall > Recall This Message. Choose whether to delete unread copies or replace with a new message. This feature only works with Microsoft Exchange accounts and if the recipient has not yet opened the email. There is no keyboard shortcut for recall.
Everyone has sent an email too soon or with a mistake. If you’re using Microsoft Outlook, you may be able to undo that action with the Recall This Message feature. The how to recall an email in Outlook function allows users to retract an email and optionally replace it with a corrected version, provided certain conditions are met.
This feature can save you from embarrassment, data errors, or incomplete messages, but it is important to know how and when it works.
What Is Email Recall in Outlook?
The recall function in Outlook allows you to:
- Delete unread copies of a sent email
- Replace it with a corrected message
However, it only works if:
- You and the recipient are on the same Microsoft Exchange or Microsoft 365 account within the same organization
- The recipient has not read the message yet
- The recipient is using Outlook for Windows (not mobile or web)
If these conditions are not met, the recall attempt may fail or the recipient may still see the original email.
Step-by-Step: How to Recall an Email in Outlook Desktop
- Open Outlook and go to the Sent Items folder
- Double-click the message you want to recall (opens it in a new window)
- Click File in the top menu
- Select Info
- Click Message Resend and Recall > Recall This Message
- Choose one of the following options:
- Delete unread copies of this message
- Delete unread copies and replace with a new message
- (Optional) Check Tell me if recall succeeds or fails for each recipient
- Click OK
- If replacing the message, Outlook will open a new compose window for editing and resending
How to Check Recall Status
Once you initiate a recall, Outlook attempts the process in the background. You will receive an email notification with the recall status for each recipient, indicating:
- Success: If the message was not yet read and successfully deleted
- Failure: If the email was already read or if the recipient’s settings block recalls
Keyboard Shortcut for Email Recall
Currently, there is no default keyboard shortcut to recall an email in Outlook. All actions must be done manually through the File > Info menu within the Sent message.
Limitations of Email Recall in Outlook
| Limitation | Impact |
|---|---|
| Only works within Microsoft Exchange | Does not work with Gmail, Yahoo, or POP/IMAP |
| Recipient must use Outlook Desktop | Outlook Web or mobile will not support recall |
| Unread messages only | If read, the original cannot be removed |
| External recipients | Cannot recall messages sent outside the domain |
If these conditions are not met, you can still send a correction or follow-up email.
Best Practices to Avoid Needing a Recall
- Use delay send (Rules or Options > Delay Delivery) to hold emails for a few minutes
- Always double-check recipients, attachments, and subject lines before sending
- Enable spellcheck before sending in Outlook settings
- For sensitive or important messages, consider asking someone to proofread
- Avoid sending immediately when emotional or rushed
These proactive habits reduce the chances of needing a recall in the first place.
FAQ: How to Recall an Email in Outlook
Can I recall an email sent to someone outside my company?
No. Email recall only works within your organization’s Microsoft Exchange or Microsoft 365 system.
How do I know if recall was successful?
Outlook will send you a message showing success or failure for each recipient.
What happens if the email was already opened?
Recall will fail. The recipient will still see the original email.
Can I recall an email in Outlook Web App (OWA)?
No. This feature is only available in the desktop version of Outlook for Windows.
Does recalling an email delete it from the recipient’s inbox?
Only if the recipient hasn’t read it, is using Outlook, and both of you are on the same Exchange server.
Can I use recall on mobile devices?
No. Outlook mobile does not support recalling emails.
Conclusion: Use Recall Wisely in Microsoft Outlook
Knowing how to recall an email in Outlook is helpful, but it’s not foolproof. It’s a tool best used within tightly controlled environments like corporate networks using Microsoft Exchange. While it can save you from small mistakes, the best strategy is prevention: review emails carefully, delay sending, and follow best practices.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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