How to Recall an Email in Outlook: Easy Steps You Must Know

Want to know how to recall an email in outlook? Follow the easy steps to recall older or recent versions of an email from Outlook.

Sent an email with the wrong attachment, a typo, or any sensitive information you were not supposed to share? The email recall feature of Outlook is easier than you thought. With the email recall feature, you can unsend a sent email and make the necessary changes, like checking for the CCs and BCCs, right attachments, and typos, among all other key details.

Although the process of recalling an email includes various restrictions and requirements, the process of recalling an email from Outlook is easy. This blog offers you a guided process on how to unsend an email in Outlook.

What is Outlook?

Outlook is a type of popular email client software available for public use today. Created by Microsoft, it is a type of Microsoft suite and is available for users of Windows and other platforms. Outlook enables you to easily manage email, calendars, tasks, and contacts. Users can leverage Outlook both using the web version and downloading the tool on their smartphones or tablets. It is also a predominant email client used in work or school environments.

Now, let us come back to our main topic.

Why Do We Need to Recall an Email in Outlook?

There are a variety of reasons for recalling an email in Outlook. The main reasons are mentioned as follows:

You can recall an email if you send it to the wrong recipient. For example, if you have added the wrong person in the BCC, you can easily recall the email. After that, you can recheck the recipient list and send the email again.
While writing an email, it is always possible to make a mistake or a typo. You should recall the email and send it to the right person.
Moreover, while writing an email, you can include sensitive details by mistake. This can lead to serious cybersecurity incidents, data breaches, or phishing attacks.

How to Recall an Email in Outlook (Classic Outlook)

If you are going with the desktop version of Outlook for Windows, you can execute the following steps to recall a sent email:

Step 1: Choose Message

The first step is opening your Outlook folder.
After that, proceed to the sent folder.

Once you have identified the email you want to recall, double-tap on it.
An action dropdown will appear on the screen. From the range of options, choose and click on the message titled “Recall This Message.”
Alternatively, you can also right-click on the sent email. Then, proceed and click on the option “Actions.” After that, press “Recall.”

Step 3: Select the Type of Recall

A “Recall This Message” prompt will appear on the screen. Here, you must select the type of recall you want to go forward with.
You have two options: you can completely recall the email from the recipient’s system. Alternatively, you can also choose to move the folder to the recipient’s folder “Deleted Items” and replace the old email with a new email.
If you want to completely recall the message, choose the option “Delete unread copies of the message.”
For the latter option, you can click on “Delete unread copies and replace with a new message.”
To be updated, you can also select the option “Tell me if recall succeeds or fails for each recipient.”

Step 4: Give Confirmation

Find and select the option “Ok” to provide confirmation that you wish to recall the message.

How to Recall an Email in Outlook? (New Outlook)

If you are using the newest version of Outlook on the Windows desktop or on the web, you can implement the below-mentioned steps to recall the sent email:

Step 1: Choose Your Message

On the left side of the screen, you will see the option “Sent Items.” Click on it.

Step 2: Choose “Recall.”

Find the email you want to recall from the recipients, and double-click on it.
A separate window will open, and you will see your email.
Choose the ribbon option in the top right corner.
A drop-down will appear on the screen. Choose the button “Recall the Message.”

Step 3: Confirm “Recall.”

A dialog box will appear on the screen asking you to confirm your message. Choose the option “Recall Message.”
Then, click on “Ok” to go ahead with the recall.

Step 4: Check the “Message Call Report.”

After starting the recall, you will automatically receive the “Message Call Report” in your message.
It might only take a few seconds for the report to appear in your inbox.

You can choose to open the report and select the hyperlink to see the report. You will see whether the message is pending, failed, or has succeeded.

Essential Requirements to Recall the Email in Outlook

1. Microsoft Exchange or 365:

The recalling feature of an email in Outlook only works within a Microsoft Exchange or Microsoft 365 environment. Which means, the recipient and the sender both must have an email account in Microsoft 365 or Exchange. The sender and the recipient also must be within the same organization, as you cannot recall an email sent to an external company account, such as Gmail and Yahoo, among others. This limitation is often discussed when comparing platforms like Google Workspace vs Microsoft 365, especially in terms of email control and recall functionality. It is also important to note that the recall feature of Outlook does not work for MAPI or POP/IMAP accounts.

2. Can Recall Unread Emails Only:

One of the major requirements of unsending an email in Outlook is that the email must not have been opened or read. Once the email is opened and read, the recall of the email will fail. For a successful recall of an email, it should be in the inbox of the recipient. It is also important to know that, if the recipient moved the email to any folder other than the inbox, even if the email is unread, the recall will fail.

3. Internal Recipients:

It is also essential to understand that the recall feature of Outlook only works within the organization. The sender and the recipient also must be within the same organization, as you cannot recall an email sent to an external company account, which are Gmail and Yahoo, among others. It is also important to note that the recall feature of Outlook also does not work for MAPI or POP/IMAP accounts.

4. Administrative Restrictions:

A major restriction of recalling an email in Outlook is the administrative restrictions. To utilize the recall feature of Outlook, the “Recall” feature needs to be enabled on the Microsoft 365 Administrator of the organization. The administrator can also set a maximum time limit on recall, which ranges from 5 minutes to 10 years.

Are There Any Third-Party Tools to Recall a Sent Mail?

No matter how careful you are, mistakes are bound to happen when you are writing an email. However, in professional circles, you will be dealing with a lot of sensitive data. Here, mistakes are inevitable and can lead to reputational damage and fines. Thus, to revoke sensitive emails to wrong recipients or to rectify mistakes in the email, you can consider adopting a third-party solution. The main tools available in the market to recall a sent mail in Outlook include Mailock, Boomerang, SendLater, and Polymail (for Mac users).

Conclusion

Outlook is one of the most popular email client software used in corporate and personal spaces. It provides the option to undo sent emails to save you from security incidents, embarrassment, or reputational damage. The blog explores how to recall an email in Outlook and the key steps you can follow to recall a sent email. Irrespective of whether you are using a new or older version of Outlook, you can successfully follow these steps to recall a sent email. Keep in mind that timing is very important. You must undo the sent email as soon as possible before the recipient opens it. There are built-in options as well as third-party tools to help you recall your sent mails. Additionally, understanding how to Send Encrypted Email in Outlook can further enhance your email security and reduce the chances of needing to recall sensitive messages.

FAQs

Are there any alternate ways to unsend an email when recall fails?

When recall fails, you can configure a 5 to 10 second delay in settings, which helps in catching mistakes before the mail leaves the outbox. You can also use the service of third-party protection, which allows for the recall of emails even after a message is read.

What is the process to enable “Recall” in Microsoft 365 Administrator?

The process to enable “Recall” in Microsoft 365 Administrator includes Settings > Mail flow > Message Recall.

What is the correct procedure to recall the email in Outlook?

The correct procedure to recall the email in Outlook includes- File > Info > Message Resend and Recall.

What are some popular third-party tools to recall a sent email in Outlook?

To recall a sent email, you can use various third-party tools, like Mailock, Boomerang, Virtru, SendLater, and Polymail.

Can we recall the sent email if the recipient has opened the email?

No, you cannot recall the email if the recipient has opened or moved the mail to any other folder. Recall also does not work if the recipient has seen it in the preview pane, which depends on the setting of the recipient

How to Recall an Email in Outlook: A Step-by-Step Guide