Don’t get caught slipping. We’ll show you how to reel that message back in before it falls into the wrong hands, and how to future-proof your emailing technique so it never happens again. There are some limits to this, however. If you’re here, that means time is of the essence, so let’s get into it.
How to recall an email in Outlook
You’ll need the desktop Outlook client to recall email messages. That isn’t too bad considering it’s one of the best email clients.
With the latest version, open up the client and select Home to get started.
Step 1: Using the menu on the left side, select Sent items to see your sent emails.
Step 2: Find the Outlook message you want to recall and double-click it. This will open the email in a new window.
Step 3: Ensure you have the Message tab selected in the email window. Select the Three dots on the right side of the toolbar, hover over Actions, and then select Recall this message. If you’re using a newer version of Outlook, you’ll see the Recall Message option directly on the toolbar after opening the Sent Items pane and double-clicking your message.
Step 4: If you don’t see the three dots, instead select Move from the toolbar, then choose Actions and Recall this message. If you still don’t see it, click File and then Info — you should see Message Resend and Recall.
Step 5: A pop-up window appears on your screen. Here, you have two options: Delete unread copies of this message or Delete unread copies and replace with a new message. You’ll also see an option to have Outlook notify you if the process succeeds or fails. Select your option(s) and click the OK button to continue. If you deleted the message, congratulations! If you want to replace it, continue on.
Step 6: If you choose to create a replacement, Outlook opens a second screen so you can revise the message. As you compose your new email, Outlook recalls your old message and displays a notification (if you selected that option). Just click the Send button when you’re done with the revised message.
Note: If you send a recall message, it doesn’t exactly make your old email disappear. In order to have the original message disappear, the recipient may need to open the recall message first. This is why you should type a word like URGENT or a phrase in the recall message’s title so that it’s opened before the first incorrect email.
Microsoft also states that, in some cases, the recipient may be notified when recalled messages are deleted from their inbox. So, bear in mind that even when recalling an email, the recipient may still know that a botched or offensive message had been sent to them even if they can’t view it.
Adding an email delay to Outlook
Outlook allows you to delay your emails so they don’t send immediately. If you’re constantly replying to emails, sending private data back and forth, or are just prone to slip-ups, you might want to start delaying or even scheduling your emails in Outlook. To be clear, you can delay emails only when using the older version of the Outlook app, but you can still schedule individual emails in the new version. You can easily set this up for your Outlook emails by following these simple instructions:
Step 1: Select File in the upper-left corner of Outlook.
Step 2: Scroll down a bit and click Manage rules & alerts.
Step 3: The Rules and alerts window will pop up on your screen. From here, select the New rule option.
Step 4: Another pop-up window will appear. Here, click Apply rule on messages I send. You’ll notice that this is listed underneath Start from a blank rule. Hit the Next button to continue.
Step 5: Don’t worry about anything else on the conditions list and click Next to continue. After this, a confirmation screen will appear. Select Yes to confirm.
Step 6: Select the Defer delivery by a number of minutes option. Choose the A number of link. You’ll see a pop-up screen appear, and you’ll be asked to choose your preferred duration. Input the number you want (120 minutes is as far as you can go) and then click the OK button. Once you’ve gone through all that, click Next.
Step 7: If you have any exceptions, select the exceptions options you want. Then, click the Next button to continue.
Step 8: Give your rule a name, and check the Turn on this rule checkbox if it’s available. Finally, hit the Finish button.
Why can’t I recall a message in Outlook?
Unfortunately, sometimes you cannot recall a message in Outlook. There are various reasons why this might happen:
- External recipient: The most common reason for failure is trying to recall an email sent to someone outside of your organization. The recall function only works if both you and the recipient are on the same Microsoft Exchange or Microsoft 365 server.
- The email has been opened: The recall function’s primary goal is to delete an unread message. If the recipient has already opened the email, even just by previewing it in the reading pane, the recall will fail.
- The email was moved: If the recipient has a rule or a filter that automatically moves the incoming email from their Inbox to another folder, the recall command will not be able to find and delete the message.
- Incompatible email client: The recall feature is designed for the Outlook desktop client on Windows. If the recipient is using a different email client (like Gmail, Apple Mail, or a different version of Outlook) or is accessing their email through a mobile device, the recall is likely to fail.
Ultimately, recalling an Outlook message is just a safeguard in case a minor point pops up off the top of your head after tapping “send.” Don’t use it as an excuse to send controversial or intense messages in the heat of the moment. In other words, give yourself time to breathe and think it over before sending that “I quit!” message to your boss.
FAQs about recalling Outlook messages
Can you recall an email after an hour?
You can always recall an email after one hour. Recalling an email in Outlook will work as long as the recipient didn’t open the message just yet. However, it is best to act fast, as once the email is opened, the recall will do no good.
Does Outlook send a notification to the recipient after a successful recall?
No, Outlook doesn’t automatically send a notification to the recipient after a successful recall. However, the recipient may receive an alert if they opened the email before the recall attempt.
Can I recall an email on my phone?
Yes, you can. The message recall feature is also available on Outlook’s mobile apps for both Android and iOS. However, the same conditions for a successful recall still apply.
Is it possible to tell if a recall was successful?
Outlook can send a success or failure notification to your inbox, provided you select that option when you perform the recall. However, these reports aren’t always definitive.
Recalling emails in Outlook is the first step to being a power user with the client. If you want to go deeper, with have a roundup of seven features you probably didn’t know about in Outlook. We also have three tips to keep your Outlook inbox tidy, including automatically sending your emails to specific folders.
