Sending an email by mistake is a common issue—maybe you forgot an attachment, included incorrect information, or sent it to the wrong recipient. Thankfully, Outlook provides a built-in feature to undo sending an email, allowing you to recall or replace the message before the recipient reads it. Here are detailed instructions for recalling emails using Outlook on Windows 11.

Recall a Sent Email in the New Outlook for Windows 11

Step 1: Open Outlook and navigate to the Sent Items folder located in the left-hand pane. Find the email you wish to recall and double-click it to open it in a new window.

Step 2: Once the email opens, look at the ribbon at the top and click on the Recall Message button. If this button isn't immediately visible, click the three-dot menu to expand the options and select Recall Message from there.

Step 3: A confirmation dialog box will appear. Click OK to proceed with recalling the email. Outlook will then attempt to remove the email from the recipient's inbox.

Shortly after initiating the recall, you'll receive a Message Recall Report email. Click the link inside this report to view the recall status, showing whether the recall succeeded, is pending, or failed.

Recall and Replace a Sent Email in Classic Outlook

If you need to correct or replace an email sent in error, you can use the recall and replace option in classic Outlook:

Step 1: Navigate to the Sent Items folder and double-click the email you wish to recall to open it fully (this won't work from the Reading Pane).

Step 2: On the Message tab, find the Actions dropdown menu in the toolbar and select Recall This Message.

Step 3: In the popup window, choose the option Delete unread copies and replace with a new message. Then click OK.

Step 4: Outlook will open a new window with the original message. Here, you can make any necessary corrections, add attachments, or update information. Once finished, click Send. Outlook will attempt to replace the original message with this updated version.

After completing these steps, you'll receive a recall report indicating whether the replacement was successful or not.

Undo Send in Outlook Web App (Outlook.com)

Unlike the desktop version, Outlook.com doesn't have a recall feature. However, it provides an "Undo Send" option that temporarily delays sending emails, giving you a brief window to cancel the sending process:

Step 1: Click the gear icon in the upper-right corner of Outlook.com and select View all Outlook settings.

Step 2: In the settings menu, navigate to Mail > Compose and reply.

Step 3: Under the Undo send section, choose the time delay (5 or 10 seconds) for sending messages. Then click Save.

After enabling this feature, whenever you send an email, an Undo button will appear at the bottom of the screen for the selected delay period. Clicking Undo will cancel the sending and allow you to edit or delete the message.

Common Reasons Why Outlook Recall May Fail

While the recall feature is helpful, it doesn't always guarantee success. Here are some common reasons why recalling an email in Outlook might fail:

  • The recipient has already opened the email.
  • The recipient's mailbox is not hosted on the same Microsoft Exchange or Microsoft 365 server.
  • The recipient uses a different email client (Gmail, Apple Mail, etc.) or a mobile device that doesn’t support recall.
  • The email has been moved from the recipient's inbox to another folder or processed by an email rule.
  • The message is protected by Azure Information Protection or encrypted.

To maximize your chances of successfully recalling an email, initiate the recall process as quickly as possible after sending the email.

Alternative: Delay Sending Emails in Outlook

To prevent the need for recalling emails, you can configure Outlook to delay sending emails by a few minutes. This gives you time to review and correct emails before they're actually sent:

Step 1: In Outlook, click on File > Manage Rules & Alerts.

Step 2: Click New Rule and then select Apply rule on messages I send. Click Next.

Step 3: Choose any conditions if needed, or simply click Next to apply the delay to all outgoing emails.

Step 4: In the actions list, select defer delivery by a number of minutes. Click on the underlined text a number of times and set your preferred delay (e.g., 2 minutes). Click OK, then Next.

Step 5: Specify any exceptions if necessary, or simply click Next. Name your rule, ensure it's enabled, and click Finish.

Now, every time you send an email, it will remain in your Outbox for the specified delay period, allowing you to review or modify it before it's actually sent.

Recalling emails in Outlook can save you from potentially embarrassing or problematic situations. By understanding how the recall and undo send features work and by setting up delayed sending, you can minimize mistakes and communicate more effectively.