How to recall an e-mail in Outlook: Complete Guide 2025
Sending error? Here’s how Outlook can help
A typing error, the wrong recipient, a forgotten file or a sensitive attachment – mistakes when sending e-mails are common. Outlook offers an e-mail reminder function which, in certain cases, enables you to make up for the mistake.
Outlook’s e-mail reminder only works if certain conditions are met. This guide explains in detail how to use this feature successfully.
Índice
Reminder function in classic Outlook for Windows
1. Open message
- Go to the “Sent items” folder.
- Double-click on the message to open it in a new window.
2. Go to callback actions
- In the ribbon, click on “Actions” > “Recall this message”.
- Alternatively: Right-click on the message > “Actions” > “Recall”.
3. Choose a callback option
- Delete unread copies: deletes the e-mail if unread.
- Delete and replace: deletes and replaces with a new message.
- Check “Notify me of success or failure” to track the operation.
4. Confirm callback
- Click “OK” to execute the reminder.
Recalling an e-mail in Outlook Web or New Outlook (Windows)
1. Go to sent e-mail
- Open the “Sent items” folder.
- Double-click on the relevant message.
2. Click on “Call back
- In the top right-hand corner of the ribbon, click on “Recall message”.
3. Validate request
- A confirmation window appears.
- Click on “OK” to start the reminder.
4. Track recall status
- A callback report is sent to your inbox.
- You can check whether the callback was successful, pending or failed.
Why an Outlook e-mail reminder can fail
Unfortunately, recall is not always possible. Here are some common causes of failure:
1. Use on Outlook Mac or mobile
- The reminder does not work on Outlook Mac or mobile.
- It is only available on Windows and Outlook Web.
2. The message has already been read
- If the recipient has opened the e-mail, the callback is not possible.
3. The e-mail has been moved or redirected
- If the message has been redirected to another folder (by filter), it cannot be recalled.
4. Recipient does not use Outlook
- The reminder only works if the recipient uses Outlook (Microsoft Exchange account).
- Gmail, Yahoo or Apple Mail are not compatible with the reminder function.
When to use the callback function?
Here are the cases where the recall is recommended:
- You’ve sent an e-mail to the wrong person.
- You have forgotten an attachment.
- The e-mail contains an error or sensitive information.
If the reminder fails, you can always send a new apology or correction message.
Replace an Outlook message instead of deleting it
An option allows you to “Delete unread copies y replace them”. It allows you to :
- Delete original message (if unread).
- Send a corrected version instead.
Attention :
- If the recipient opens the original message first, the replacement will be sent as a new message.
Delay sending an e-mail in Outlook
Outlook also lets usted defer sending to avoid errors.
Delay for a single message
- Create a new message.
- Click on “Options” > “Defer delivery”.
- Check “Do not send before” and choose the date/time.
- Click on “Close”.
- The message will remain in the “Outbox” folder until the set time.
Rule for deferring all messages
- Go to “File” > “Manage rules” > “New rule”.
- Apply a delay of x minutes before sending.
Third-party tools for unsending sensitive e-mails
Errors can lead to data leakage. There are secure soluciones para completely revoking an e-mail, even if it has been read:
Recommended solutions
- Mailock for Outlook: removes access to an e-mail even if it has already been read.
- Virtru or Zivver: add a layer of encryption and control.
Conclusión
The “how to recall an email in Outlook” function can avoid embarrassing situations, but it is subject to strict conditions. To maximize your chances :
- Use Outlook for Windows or Web.
- Act fast.
- Use follow-up reminders.
- Consider third-party solutions for sensitive data.
Sending errors can have serious consequences. Prevention (delayed sending) and complementary tools are still the best weapons for professional e-mail management.
FAQ : How to recall an email in Outlook
How do I recall an e-mail in Outlook?
Open the sent message > “Actions” tab > “Recall” > Choose an option > Confirm.
Will the recipient know I’ve recalled an e-mail?
Yes, especially if the reminder fails. A notification can be sent.
Why can the Outlook reminder fail?
If the message is read, redirected or if the recipient does not use Outlook.
Can I call back an e-mail from Outlook on a Mac?
No. Callback only works under Windows or Web.
Can I delete a sent e-mail without using the callback function?
No. Once sent, only the reminder or third-party tools can revoke access.
