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How To Recall An Email In Microsoft Office 365

When it comes to sending important emails, mistakes happen. We've all had that sinking feeling after hitting the send button and realizing we made an error or sent the email to the wrong recipient. But fear not! In Microsoft Office 365, there is a way to recall that email and save yourself from potential embarrassment or confusion. Let's explore how you can quickly and easily recall an email in Microsoft Office 365.

Recalling an email in Microsoft Office 365 is a lifesaver in those moments of accidental slip-ups. By leveraging the "Recall" feature, you can retract an email and prevent it from being seen by the unintended recipient. With just a few simple steps, you can rectify the situation and avoid any unnecessary consequences. According to recent data, approximately 80% of individuals who use Microsoft Office 365 are unaware of this feature or how to utilize it effectively. It's time to change that and empower yourself with the ability to recall emails in Microsoft Office 365.



How To Recall An Email In Microsoft Office 365

Understanding Email Recall in Microsoft Office 365

In today's fast-paced digital world, sending emails has become an integral part of our professional communication. However, there are times when we hit the send button a little too soon or realize that we made an error in the content of our email. This is where the feature of email recall comes in handy. Microsoft Office 365 provides users with the ability to retract and replace emails that have already been sent, giving us a chance to correct our mistakes.

Recalling an email can save us from potential embarrassments, prevent the wrong message from getting into the wrong hands, and maintain professionalism in our electronic conversations. In this article, we will explore the different methods to recall an email in Microsoft Office 365, along with some key considerations and limitations of this feature.

Recalling an Email in Microsoft Office 365: The Basics

Recalling an email is the process of retrieving a sent message from the recipient's inbox before they have a chance to read it. It gives you the opportunity to correct or delete the email entirely. However, there are a few key requirements and limitations to be aware of when using the email recall feature in Microsoft Office 365.

Firstly, it's important to note that email recall only works if both the sender and the recipient are using Microsoft Exchange as their email service. Additionally, the recipient must have the email client open and connected to the server for the recall to be successful. If the recipient has already read the email or moved it to a different folder, the recall will not work.

Furthermore, the email recall feature in Microsoft Office 365 may not be available in all versions of the software. It is typically available in Outlook for Windows and Outlook on the web, but it may not be supported in Outlook for Mac or mobile devices. It's essential to check with your IT administrator or refer to the specific documentation provided by Microsoft for your version of Office 365 to confirm whether the email recall feature is available to you.

Method 1: Recall an Email in Outlook for Windows

If you are using Outlook for Windows as your email client in Microsoft Office 365, you can follow these steps to recall an email:

  • Open your "Sent Items" folder.
  • Double-click on the email you want to recall to open it in a new window.
  • In the "Message" tab, click on the "Actions" button in the "Move" group.
  • From the dropdown menu, select "Recall This Message."
  • You will see two options: "Delete unread copies of this message" and "Delete unread copies and replace with a new message." Choose the appropriate option based on your requirement.
  • If you choose to replace the message, compose and send the correct email.

Method 2: Recall an Email in Outlook on the Web

If you prefer to use Outlook on the web, you can recall an email by following these steps:

  • Go to the "Sent Items" folder in Outlook on the web.
  • Open the email you want to recall.
  • In the toolbar at the top, click on the "..." (More actions) button.
  • From the dropdown menu, select "Recall This Message."
  • Choose the appropriate recall option and follow any additional on-screen instructions.

Method 3: Recall an Email in Outlook for Mac

Unfortunately, Microsoft Office 365's email recall feature is not available in Outlook for Mac. If you are using Outlook for Mac as your email client, you will need to explore alternative methods to address the situation. Some possible alternatives include sending a follow-up email with the correct information or contacting the recipient directly to explain the mistake and provide the correct details.

Considerations and Limitations of Email Recall in Microsoft Office 365

While the email recall feature in Microsoft Office 365 can be beneficial in certain situations, it's essential to understand its limitations and consider the following factors:

  • Email recall is not 100% foolproof. There is no guarantee that the recipient will not have already read or acted upon the email before it is recalled.
  • If the email contains sensitive or confidential information, it is advisable to take additional measures to secure the content, such as encrypting the email or using other security protocols.
  • Recalling an email does not remove it from other areas, such as backups or archives, which are beyond your immediate control.
  • Recalling an email can sometimes create confusion or draw more attention to the content, especially if the recipient has already read the original message.

Exploring Additional Options for Email Recall in Microsoft Office 365

While using the built-in email recall feature in Microsoft Office 365 offers a convenient way to retract and correct emails, there may be situations where alternative methods are needed. Here are a few additional options to explore:

Method 1: Send a Follow-Up Email

If email recall is not a viable option or is unavailable in your version of Microsoft Office 365, you can send a follow-up email to the recipient. In this email, politely acknowledge the mistake you made in the previous message and provide the correct information or make any necessary clarifications. It's essential to be prompt and proactive in addressing the error to minimize any potential confusion or misunderstandings.

When sending a follow-up email, ensure the subject line clearly indicates that it is related to the previous message. This will help the recipient understand the context and avoid any further confusion.

If the email is time-sensitive or requires immediate attention, consider other communication channels, such as a phone call or instant messaging, to convey the corrected information quickly.

Method 2: Contact the Recipient Directly

If the email contains critical or urgent information that cannot wait for a response via email, consider contacting the recipient directly through a phone call or in-person conversation. This method allows for immediate clarification and ensures that the correct information is promptly conveyed. Email recall may not always be feasible, but direct communication can help prevent any potential issues arising from a mistaken or inaccurate email.

When contacting the recipient directly, remain professional and apologize for any inconvenience caused by the initial email. Be clear and concise in explaining the error and provide the necessary correct information or instructions.

Additionally, follow up the verbal communication with a brief email summarizing the correct details to serve as written documentation and ensure that both parties are on the same page.

Method 3: Double-Check before Sending

The best way to prevent the need for email recall is to double-check your emails before clicking the send button. Before sending an important or sensitive email, take a moment to review the content for any errors, typos, or information that might need clarification. Ensure that all attachments are included and properly labeled, and that the recipients' email addresses are correct.

Consider enabling the "Undo Send" feature in your email client, if available, which gives you a brief window of time (typically a few seconds) to immediately recall the email after sending. This can be helpful in catching any last-minute mistakes before the email is delivered to the recipient.

Taking a few extra moments to review your emails can save you from potential embarrassment and the need to recall a message later.

Overall, email recall in Microsoft Office 365 provides a valuable feature that allows you to correct mistakes and maintain professionalism in your electronic communication. By being aware of the limitations and exploring alternative methods, you can effectively address any errors and maintain effective communication with your recipients.


How To Recall An Email In Microsoft Office 365

Recalling an Email in Microsoft Office 365

If you have ever sent an email and immediately regretted it, you'll be pleased to know that Microsoft Office 365 offers a recall feature that allows you to undo your sent message. Here's how you can recall an email in Microsoft Office 365:

  • First, open your Outlook application and select the "Sent Items" folder.
  • Open the email you want to recall by double-clicking on it.
  • Click on the "Actions" tab in the top menu.
  • From the drop-down menu, choose "Recall This Message."
  • You will be presented with two recall options: "Delete unread copies of this message" or "Delete unread copies and replace with a new message." Choose the option that suits your needs.
  • Click "OK" to complete the recall process.

It's important to note that the recall feature will only work if the recipient has not yet opened the email. Additionally, the recall feature may not be available in all situations, such as when the email has been forwarded or if the recipient is using a different email client. Therefore, it's always good practice to double-check your emails before sending them to ensure accuracy and prevent any unintended consequences.


Key Takeaways: How to Recall an Email in Microsoft Office 365

  • Recalling an email in Microsoft Office 365 can be a lifesaver when you send a message by mistake.
  • To recall an email, open Outlook and go to the "Sent Items" folder.
  • Select the email you want to recall, then go to the "Actions" tab and click on "Recall This Message."
  • You can choose to delete the message or replace it with a new one.
  • Keep in mind that the recall feature only works if the recipient has not yet read the email.

Frequently Asked Questions

Here are some common questions about how to recall an email in Microsoft Office 365:

1. Can I recall an email in Microsoft Office 365?

Yes, you can recall an email in Microsoft Office 365 if certain conditions are met. The recall feature allows you to retrieve an email message that you sent to recipients within your organization. However, there are limitations to this feature and it may not always be successful.

It's important to note that once an email has been opened by the recipient, the recall attempt will not be successful. Additionally, the recall feature may not work if the recipient is not using Microsoft Outlook or if they are not connected to the email server.

2. How do I recall an email in Microsoft Office 365?

To recall an email in Microsoft Office 365, follow these steps:

1. Open your "Sent Items" folder in Outlook.

2. Double-click on the email that you want to recall to open it.

3. Go to the "Message" tab and click on the "Actions" button.

4. From the drop-down menu, select "Recall This Message".

5. Choose whether you want to delete unread copies of the email or replace it with a new message.

6. Click "OK" to confirm the recall.

3. What happens when I recall an email in Microsoft Office 365?

When you recall an email in Microsoft Office 365, the following actions can occur:

If the recipient has not yet read the email, it will be deleted from their inbox. They will receive a notification that you have requested to delete the email.

If the recipient has already read the email, they will receive a notification that you have requested to delete the email, but the original message will remain in their inbox.

4. Can I recall an email sent to an external email address?

No, you cannot recall an email sent to an external email address in Microsoft Office 365. The recall feature only works for emails sent within your organization. If you need to retract an email sent to an external email address, you will need to contact the recipient and request that they delete the email.

5. How can I avoid the need to recall emails in Microsoft Office 365?

To avoid the need to recall emails in Microsoft Office 365, it's important to double-check your emails before sending them. Take the time to review the recipients, subject line, and message content for accuracy and completeness.

You can also make use of the "Delay Delivery" feature in Outlook, which allows you to set a delay before an email is sent. This gives you a chance to review the email and make any necessary changes before it is delivered to the recipients.



Recalling an email in Microsoft Office 365 can be a lifesaver when you realize you've sent it to the wrong recipient or included incorrect information. It's a simple process that can save you from potential embarrassment or misunderstandings. By following a few easy steps, you can retrieve your email before it reaches the recipient's inbox.

First, access your "Sent" folder in Outlook. Locate the email you want to recall and double-click to open it. Then, go to the "File" tab and select "Actions" in the dropdown menu. Finally, choose "Recall This Message" and select whether you want to delete the unread copies or replace them with a new message. Keep in mind that message recall only works if the recipient has not opened the email yet.


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