Recall an Email in Outlook: Ultimate Guide for Web, Mac & Mobile

Was your recent Microsoft 365 sent to the wrong person? Don’t worry, this guide will teach you how to recall an email in Outlook.

You’ll unsend messages by learning about:

• Recall vs. Undo Send: Which works, when, and why?
• Platform-Specific Steps: Windows, Web, Mac & Mobile.
• Fallbacks & Best Practices: What to do if recall fails, plus proactive data protection for Office 365.

Without further ado, let’s get right to it.

Want to Recall or Unsend an Email in Outlook? See the Key Differences First

Users must be aware of this core distinction between the two options:

• Recall Message: Attempts to act on an email already sent. It tries to delete unread copies or replace the message from the recipient’s mailbox.
• Undo Send: Delays sending for a brief, user-configured period. So you get to cancel the email before it leaves your mailbox.

However, users beware, you can’t always recall a message. Therefore, between the two Undo Send is the more reliable option if you want to prevent messages from reaching the recipients.

If You “Undo Send”, You Won’t Have to Worry About Recalling an Email in Outlook

The following table explains why “Undo Send” is your best defense against immediate email errors. It stops the email before it is even processed for delivery.

Feature of “Undo Send”	How It Works & Why It’s Effective
Action Timing	Pre-Send Cancellation: Stop email before it’s processed for delivery by your O365 mail server.
Recipient Type (Internal/External)	Works for ALL Recipients: Since the email is cancelled before being sent, it doesn’t matter if recipients are internal or external.
Success Rate	Nearly 100% Successful: If you click “Undo” within the set delay period, the email will not be sent.
Configuration	User-Enabled & Timed Delay: You enable it in Outlook settings and choose a delay period (of upto 10 seconds).
Dependency on the Recipient’s End	None: Success does not depend on the recipient’s email client, settings, or whether they’ve read anything.

How to Enable “Undo Send” or Increase Unsend Time in Outlook? (All Platforms)

• Outlook on the Web / New Outlook for Windows:
  
  
  1. Settings (gear/cog icon) > View all Outlook settings (if applicable).
  2. Mail > Compose and reply.
  3. Scroll to Undo send; choose delay (up to 10 or 30 secs). Click Save.
     (An “Undo” prompt appears briefly after sending).
• Skip Recall an Email in Outlook for Mac by Enabling Undo Message:
  1. Outlook > Settings (or Preferences) > Composing.
  2. Under Undo Send, set delay (up to 10 secs).
     (Restart Outlook and check if an “Undo” prompt appears after sending a message).
• Outlook Classic (Windows Desktop – Defer Delivery Workaround):
  1. File > Manage Rules & Alerts > New Rule.
  2. “Apply rule on messages I send.” Click Next twice (confirm Yes).
  3. Select “defer delivery by a number of minutes.”
  4. Click “a number of”; set delay (e.g., 1 min). Click OK, Next. Name rule: Finish.
     (Emails sit in Outbox, allowing manual deletion/editing before sending).
• Outlook Mobile (iOS/Android): No configuration required/possible. A brief (5-second), “Undo” banner often appears automatically for a few seconds post-send. Tap quickly.

Understanding Message Recall: Conditions for Success

To recall an email in Outlook to work error-free, several conditions must align. See the table to know more:

Condition	Works?	Detail / Why It Matters
Recipient’s Mailbox Location	✔️	Internal Only: Must be the same MS 365/Exchange org. ❌ Fails for external.
Email Read Status	✔️	Unread is Best: Cloud recall MAY work on read if admin-enabled.
Email’s Current Folder	✔️	Typically, Inbox: Cloud recall has better success with messages in subfolders.
Admin: Recall Enabled	✔️	The feature must be turned on by the IT admin.
Admin: Message Age Limit	✔️	Recallable if within admin-set age limit (e.g., <30 days). For specifics, investigate “how long to recall email Outlook” for your organization.
Azure Information Protection (AIP)	❌	Recall may fail if the email is encrypted/protected by AIP.

Understanding how long Office 365 keeps deleted emails also provides context on default recovery options.

How to Recall an Email in Outlook for Windows Desktop (Classic & New Versions)

If you’re asking, “How do I recall an email in Outlook?” on your Windows desktop:

1. Go to Sent Items.
2. Double-click the message to open it in its own window.
3. For Outlook Classic: On the Message tab, find Actions (in the Move group) > Recall This Message.
   
4. For New Outlook: On the Message tab, click More commands (…) > Actions > Recall This Message. (The location might vary slightly based on ribbon customization).
   
5. Choose:
   • Delete unread copies of this message.
   • Delete unread copies and replace with a new message.
6. Optionally, check “Tell me if recall succeeds or fails for each recipient.” Click OK.

Revert an Email in Outlook on the Web (OWA)

To recall an email in Outlook 365 via Outlook on the Web:

1. Go to Sent Items.
2. Double-click the message.
3. Then, look for “Recall message” in the message ribbon or under the More actions (…) menu.
4. Confirm by clicking OK. A “Message Recall Report” usually follows.

Outlook for Mac

To recall email Outlook for Mac:

1. Go to Sent Items.
2. Double-click the email.
3. In the message window’s top menu: Message > Actions > Recall This Message. (Or look for a “Recall Message” button in the ribbon).
4. Finally, choose your recall option and click OK.

Recall an Email in Outlook for Mobile (iOS & Android)

Note: Feature availability may vary.

1. Open the Outlook app > Sent Items.
2. Tap to open the message.
3. Tap the three-dots menu (…).
4. If available, select Recall Message. Confirm.

Crucial Limitations & Considerations for Message Recall

• External Recipients: The Main Hurdle

CRITICAL: Message recall will not work for any recipients outside your Microsoft 365/Exchange organization. Attempts for external users will fail.

• One Attempt Only: You cannot retry recalling the same message.
• Time Limit to Recall: As soon as Possible. The best-case scenario is within 2 hours, although admins can extend the time.
• Read Messages: Success is significantly lower if the email has been read.
• Recipient Notifications: Recipients might sometimes be notified of a recall attempt.

What If Recall Fails or Isn’t an Option?

If “Undo Send” wasn’t used and recall fails:

1. Send a clear, polite follow-up email immediately.
2. Apologize, ask to disregard the incorrect email, and provide the correct info.
3. If you’ve accidentally deleted other items, you might need to recover deleted Outlook emails.

Can Admins Recall Emails on a User’s Behalf?

Admins don’t use the user’s “Recall This Message” feature. Moreover, for critical internal issues, admins can use Content Search (eDiscovery) in Microsoft Purview. Understanding Office 365 eDiscovery search limitations is relevant for admins.

Recalls also happen if there is an accidental data leakage. Or the strict need-to-know rule is broken. Moreover, email mistakes often highlight the need for robust data protection. While Office 365 has native retention, understanding does Microsoft backup Office 365 data can reveal potential security gaps. Plus, it may tell you if you need a dedicated backup for Office 365 all the more necessary.

• Benefits of a Professional Solution: Longer retention, point-in-time recovery. Remember, regardless of the solution you choose, following Office 365 backup best practices is key. This extends to other data, like when you back up OneDrive for Business.

Proactive Email Export for Archiving

Exporting emails provides local control.

• Options: Download PST from Office 365 online, export Office 365 archive mailboxes to PST, or save emails from Outlook Web App. Learn to  save Outlook 365 email as MSG or PDF.
• Management: For large volumes, know how to archive former employee mailboxes in Office 365. If using PSTs, learn to import PST to Outlook 365 web.

Conclusion

“Undo Send” is your most reliable tool. Outlook’s recall feature offers a chance but has key limitations, especially its inability to recall emails Outlook from external users. Proofread, and if a mistake occurs, a prompt follow-up is vital.

For overall email safety, consider robust data protection. Moreover, for sensitive info, explore sending an encrypted email in Outlook, and always secure your account by setting up multi-factor authentication for Office 365 to avoid issues like a Microsoft 365 account being hacked.