How to Recall or Unsend an Email in Microsoft Outlook

Key takeaways:

  • Recalling an email in Outlook is possible if both sender and recipient use a Microsoft 365 or Microsoft Exchange email account within the same organization.
  • The recipient must not have opened the email for the recall to be successful.
  • Outlook’s “Undo Send” feature allows you to delay sending emails for a short period, giving you a chance to cancel sending.

We’ve all been there – hitting the send button on an email only to realize moments later that we forgot to attach a file, made an embarrassing typo, or accidentally sent it to the wrong person. Panic sets in as you frantically search for a way to unsend or recall the email. Fortunately, Microsoft Outlook offers a way to recall or replace a sent email, but it comes with some limitations. In this article, we’ll guide you through the process of recalling an email in Outlook and explore some alternative options.

Understanding the Limitations of Email Recall in Outlook

Before we dive into the steps to recall an email, it’s essential to understand the limitations of this feature. Email recall only works if both the sender and recipient are using a Microsoft 365 or Microsoft Exchange email account within the same organization. If you send an email to someone with a different email provider, such as Gmail or Yahoo, the recall will not work.

Another crucial factor is that the recipient must not have opened the email for the recall to be successful. If they have already read the message, the recall will fail, and they will receive a notification that you attempted to recall the email.

Steps to Recall an Email in Outlook

  1. Open Outlook and navigate to the “Sent Items” folder.
  2. Double-click the email you want to recall to open it in a separate window.
  3. In the “Message” tab, click on the “Actions” button and select “Recall This Message.”
  4. Choose one of the two options:
  • “Delete unread copies of this message” will attempt to recall the email and delete it from the recipient’s inbox.
  • “Delete unread copies and replace with a new message” allows you to send a replacement email with corrections or additional information.
  1. If you choose to replace the email, make the necessary changes and click “Send.”
  2. A confirmation dialog box will appear. Check the box for “Tell me if recall succeeds or fails for each recipient” if you want to receive a notification about the outcome of the recall attempt.
  3. Click “OK” to complete the process.

Alternative Options: Delaying Email Sending

If you’re not confident about the recall feature or want to minimize the chances of sending an email prematurely, Outlook offers a built-in option to delay the sending of emails. This feature, called “Undo Send,” gives you a short window of time to cancel the sending of an email after clicking the send button.

To set up “Undo Send” in Outlook:

  1. Click on “File” and then “Options.”
  2. In the “Outlook Options” window, click on “Mail” in the left sidebar.
  3. Scroll down to the “Undo Send” section and check the box for “Let me cancel messages I’ve sent for up to [X] seconds.”
  4. Adjust the delay time using the dropdown menu (up to 30 seconds).
  5. Click “OK” to save the changes.

Now, when you send an email, you’ll see an “Undo” button appear briefly in the top-right corner of your screen. Clicking this button within the specified time will stop the email from being sent, allowing you to make changes or discard the message entirely.

Tips for Avoiding Email Mishaps

While the recall feature and “Undo Send” option can be helpful, it’s always better to prevent email mishaps from happening in the first place. Here are some tips to help you avoid common email mistakes:

  • Double-check the recipient list: Before hitting send, take a moment to ensure you’ve selected the correct recipients and haven’t accidentally included someone who shouldn’t receive the email.
  • Proofread your email: Read through your email for typos, grammatical errors, and clarity. Consider using Outlook’s built-in spell checker or a third-party tool like Grammarly for extra assurance.
  • Use delayed sending: If you’re prone to sending emails too quickly, consider setting up a rule in Outlook to delay the sending of all emails by a few minutes. This gives you a buffer to catch any mistakes or make changes before the email is sent.
  • Be cautious with “Reply All”: Before using “Reply All,” make sure your response is relevant to everyone on the email thread. Avoid using “Reply All” for personal or sensitive conversations.
  • Attach files first: If you need to include an attachment, make it a habit to attach the file before composing the email. This reduces the risk of forgetting to attach the file before sending.

Conclusion

Recalling an email in Outlook can be a lifesaver when you’ve made a mistake, but it’s essential to understand its limitations. By following the steps outlined in this article and implementing some best practices for email communication, you can minimize the need for email recall and maintain a professional image in your correspondence.

FAQ

Can I recall an email sent to a Gmail or Yahoo account?

No, email recall only works if both the sender and recipient are using a Microsoft 365 or Microsoft Exchange email account within the same organization.

What happens if the recipient has already opened the email I want to recall?

If the recipient has already opened the email, the recall will fail, and they will receive a notification that you attempted to recall the message.

How long do I have to recall an email after sending it?

There is no specific time limit for recalling an email, but the sooner you attempt to recall it, the higher the chances of success. If the recipient has already opened the email, the recall will fail.

Can I set up Outlook to delay sending all my emails?

Yes, you can create a rule in Outlook to delay the sending of all emails by a specified amount of time. This gives you a buffer to catch any mistakes or make changes before the email is sent.

What should I do if I accidentally send an email to the wrong person?

If you accidentally send an email to the wrong person and are unable to recall it, the best course of action is to send a follow-up email apologizing for the mistake and asking them to disregard the previous message. If the email contained sensitive information, you may need to take additional steps to mitigate any potential damage.