How to Recall an Email in Office 365: Complete Guide

• 05 May 2025
• Email,Office 365

Recalling an email was once a hit-or-miss process, especially with Outlook’s earlier desktop setup. Its success depended heavily on whether the recipient had already opened the message or if both parties were using the same client. This changed in 2023 when Microsoft introduced Cloud-Based Message Recall for Microsoft 365, shifting the process to the server side.

This server-side change resolved many issues that previously undermined the feature’s reliability, making it easier for users transitioning from other platforms, like those who migrate from Mozilla Thunderbird to Office 365, to benefit from a more consistent experience. Today, recalling an email in Office 365 has become far more effective, with a success rate surpassing 90%, which is a major improvement over the previous 40%. It now functions consistently across Outlook for desktop, mobile, and web, even if a message has been read or moved.

Though certain conditions must still be met, email recall in Office 365 has evolved into a reliable tool for correcting mistakes. Whether an email is sent prematurely, to the wrong contact, or with incorrect details, Cloud-Based Message Recall allows users to act swiftly and limit potential exposure.

What Is Email Recall in Office 365?

Email recall in Microsoft 365 gives users a chance to correct errors after sending, such as missing attachments, incorrect recipients, or faulty content.

Definition and Purpose of Email Recall

This feature enables senders to attempt the removal of a sent message from recipients’ mailboxes. It helps mitigate mistakes in professional settings, reducing risks like unintentional data leaks or sending inaccurate information.

Previously limited to the Outlook desktop app, the feature was prone to failure, especially if the email was opened or moved. The 2023 update to Cloud-Based Message Recall, processed via Exchange Online, resolved many of those limitations and made it more dependable across Outlook clients.

Common Situations When You Might Need to Recall an Email

The ability to recall an email in Office 365 is especially useful in dynamic workplaces. Common recall scenarios include:

• • Sent to the Wrong Recipient(s)

Mistakenly including an unintended recipient can compromise confidentiality or cause internal confusion.

• • Forgot to Attach a File or Attached the Wrong One

If a critical file is missing or outdated, using the recall feature prevents follow-up confusion.

• • Errors in the Email Content

Incorrect data, spelling mistakes, or outdated figures can impact clarity and professionalism.

• • Inclusion of Confidential Information

Sharing sensitive HR or financial content unintentionally may require quick action through email recall.

• • Technical Problems in the Email

Broken links or unreadable formatting may call for a recall to ensure communication remains effective.

• • Tone or Message Reconsideration

If an email feels too abrupt or unclear, recalling it allows for revision before it’s widely read.

• • Accidental Early Sending

Emails sent before approval or full review can be retracted using the recall function.

• • Compliance or Legal Concerns

Messages that breach internal policies or external regulations can be addressed by recalling the message. For long-term compliance, explore why Office 365 email archiving is critical for your business.

With Microsoft’s 2024 updates, such as encrypted message recall, optional recipient notifications, and configurable recall timeframes, users now have greater control over the process. Knowing how to recall an email in Office 365 has become an essential skill for maintaining professional communication standards.

Can You Recall an Email in Office 365?

Yes. You can recall an email in Office 365 using built-in features designed to retract a sent message, but the process includes specific requirements and limitations.

How the Recall Feature Works in Office 365

When you recall an email in Office 365, the system attempts to remove it from the recipient’s inbox. The feature’s effectiveness hinges on factors like the recipient’s mail client and the status of the message.

Microsoft expanded this functionality in 2023 to support Outlook for Windows, Outlook on the web (OWA), and mobile clients. This broader compatibility makes recalling an email in Office 365 much more versatile than before.

Major enhancements include the ability to recall messages even after they’ve been opened or moved. Recalls now also apply to messages in subfolders, a feature previously unavailable.

By shifting recall to the Exchange Online server, Microsoft improved consistency and reduced dependence on local client behavior. A consolidated recall report now provides a single status update for all recipients, eliminating multiple, scattered notifications.

Key Conditions and Limitations of Email Recall

While the recall feature offers substantial improvements, there are key conditions and limitations that users should consider:

• • Client Compatibility

Recalls work across all Exchange Online–connected clients. The recipient doesn’t have to use Outlook for Windows, making the process more adaptable across devices.

• • Real-Time Status Updates

Status notifications are usually delivered within five minutes, though in complex environments, it may take up to 24 hours.

• • Recall for Read Messages

One standout feature is the ability to attempt recall even after an email has been read unless disabled by an administrator.

• • Recall Limitations

The feature only functions within Exchange Online. If the recipient uses an external or on-premises mailbox, recall won’t work due to privacy and server constraints.

• • Hybrid Environments

Organizations using both cloud and on-premises Exchange servers may face inconsistent results, especially when recipients are on non-cloud systems.

How to Recall an Email in Office 365 (Step-by-Step)

Knowing how to recall an email in Outlook can save you from sending incorrect or incomplete information. Whether it’s a wrong recipient or a content error, this built-in Microsoft 365 feature helps maintain accuracy in communication.

Things to Check Before Attempting a Recall

Before initiating a recall, there are a few important things to verify to ensure the process is successful, especially if you’re unsure how to recall an email in Outlook properly:

• The Recipient is Using Exchange Online: Recall only works within Exchange Online mailboxes, so ensure the recipient is within your organization or using an Exchange Online-supported email client.
• The Email Hasn’t Been Moved: If the email has been read, moved to another folder, or deleted by the recipient, recall may not be effective.

  

• The Recall Feature is Enabled: Ensure your organization’s admin hasn’t disabled the recall feature, as this could prevent the process from working.
• You’re Using the Correct Version: Make sure you are using an updated version of Outlook for Windows, New Outlook, or OWA, as older versions may have different functionality.

Step 1: Open Sent Items

Start by opening Outlook and navigating to your Sent Items folder. This folder contains all the emails you’ve sent, including the one you wish to recall. If you’re using Outlook for Windows or New Outlook, you can access this from the left-hand sidebar.

Step 2: Open the Sent Email You Want to Recall

Once you’re in the Sent Items folder, locate and double-click the email you want to recall. This will open the email in a new window so you can access the recall options.

Step 3: Go to ‘File’ and Select ‘Info’

In the opened email window, go to the File tab in the top left corner. In the Info section, you’ll find the option to manage actions related to the email.

Step 4: Choose ‘Message Resend and Recall

Under the Info section, look for the Message Resend and Recall option. This menu includes several actions you can take with your sent messages, including the ability to recall the email.

Step 5: Select ‘Recall This Message’

From the options that appear, click on Recall This Message. A dialog box will appear asking you to choose your recall settings.

Step 6: Choose a Recall Option

You will be presented with two options:

• Delete Unread Copies of This Message: This option will attempt to delete the message from the recipient’s inbox if it has not been read.
• Delete Unread Copies and Replace with a New Message: This option allows you to delete the original message and replace it with a new one.

Step 7: Confirm and Track the Recall Status

Click OK to initiate. A recall report will be sent showing whether the attempt was successful.

What Happens After You Recall an Email?

After you recall an email on Office 365, the platform works in the background to determine whether the message can be removed. The result depends on the recipient’s mail client, whether the message has been read, and whether Exchange Online is in use.

Understanding how to recall an email in Office 365 includes tracking the recall status. Reports inform the sender of successful or failed attempts, helping them decide on next steps if the recall did not go through.

How to Track the Recall Status

Once the recall process is underway, Microsoft 365 provides a status report detailing the outcome. This helps you track whether the recall was successful, failed, or partially successful.

• Unified Recall Status Report: Rather than receiving multiple individual notifications, you’ll get a single, unified report that details the recall’s success or failure for all recipients.
• Timely Updates: The recall status report typically arrives within 5 minutes of the recall attempt. For large recipient lists or complex environments, it might take up to 24 hours for the status to be generated.

This report helps streamline the tracking process, consolidating all recall attempts into one place, which allows for clear and concise evaluation of results.

Possible Outcomes of a Recall Attempt

The recall process can result in several different outcomes, each depending on factors such as recipient actions and email configurations:

• Successful Recall: The original email will be removed from the recipient’s inbox or replaced with a new message if you opted to replace it. This occurs only if the email was recalled before the recipient had a chance to read it.
• Failed Recall: A recall may fail under various circumstances:
  • Recipient Read the Email: If the recipient has already opened or read the email, the recall attempt will not succeed.
  • Email Moved or Deleted: If the recipient has moved the email to another folder (e.g., archive or a custom folder) or deleted it, the recall won’t be able to retrieve it.
  • External Recipients: Emails sent to external recipients, or those using email systems outside of Exchange Online, cannot be recalled because these systems do not support the recall function.
• Partial Success: In some cases, the recall may only work for certain recipients, especially if some have already read the email or moved it to another folder, while others may still have the email in their inbox.

  

Limitations and Alternatives to Email Recall

While email recall can be helpful, it’s not always a foolproof solution. It’s important to understand its limitations and explore alternatives when recall isn’t an option.

When Email Recall Will Not Work

The recall feature in Microsoft 365 has certain conditions under which it will not be effective:

• Emails Read by the Recipient: If the recipient has opened or read the email, the recall attempt will fail.
• External Recipients: Emails sent to recipients outside your Microsoft 365 organization or Exchange Online environment cannot be recalled.
• Moved or Deleted Emails: If the recipient has moved the email to another folder or deleted it, the recall cannot retrieve it.
• Recipient Using Non-Outlook Clients: The recall feature only works for recipients using Outlook or other compatible email clients. If a recipient is using a non-Outlook client, the recall attempt will not succeed.

Alternative Solutions to Fix Mistakes

When a recall attempt fails, consider these alternatives to address the mistake:

• Send a Follow-Up or Correction Email: If the original message cannot be recalled, sending a follow-up email with the correct information is often the best approach. This ensures the right details reach the recipients and allows you to clarify any misunderstandings.
• Use Organizational Email Controls: Many organizations set up email delay policies or review workflows that hold emails in a queue before they are sent out. This delay provides an extra buffer for senders to review, modify, or cancel emails before they are delivered.
• Third-Party Tools: There are third-party tools that can provide additional functionality for managing emails before they are sent or delivered. Features might include delayed sending, customizable workflows, and enhanced error prevention.

How to Use the ‘Delay Send’ Feature in Office 365

One way to avoid the need for an email recall is to use the ‘Delay Send’ feature, which allows you to schedule an email to be sent at a later time. This gives you a buffer period to review the message and ensure its accuracy before it reaches the recipient.

• Compose your email and verify that all content is correct.
• In the email window, click the arrow next to the Send button, then select Schedule send.
• You can either choose a default time, such as sending it the next morning, or set a custom time for a specific date and time.
• Once scheduled, the email stays in your Outbox until the set time and will be sent automatically.

As we’ve explored, recalling an email in Office 365 can be a valuable tool for correcting errors quickly, but it’s important to be mindful of its limitations and conditions. Understanding when and how to use this feature can help maintain professionalism and avoid miscommunication in the workplace.

If you’re looking to optimize your Office 365 experience or need assistance with a smooth migration to Microsoft 365, Apps4Rent, a long-time Microsoft Solutions Partner, is here to help. We offer free Office 365 migration services for our Office 365 customers and provide expert guidance to ensure your business operates efficiently on Microsoft’s cloud platform. Contact us today to get started with our subscription plans or migration services!

FAQs

1. Can You Recall an Email in Office 365 If It’s Already been Read?

   Yes, but only if your admin enables it. Success depends on the recipient’s email client and settings.

2. How Do I Recall an Email in Office 365 After It’s Sent?

   Open Sent Items, double-click the email, then go to Message > Actions > Recall This Message. Choose to delete unread copies or replace the email, then click OK. Note: It only works for unread emails within the same Microsoft 365 organization.

3. Can I Recall Emails Sent Outside My Organization?

   No, recall only works for emails within the same Microsoft 365 organization. For external emails, send a follow-up request to delete the message.

4. How Do I Enable Email Recall in Outlook for Office 365?

   It’s usually enabled by default. Admins can enable or configure recall via PowerShell or the Exchange Admin Center.

5. Is There a Way to Automatically Delay Sending Emails in Office 365?

   Yes, you can schedule individual emails or set up a rule to delay all outgoing emails by 1–120 minutes. The Undo Send feature adds a short delay before sending.

6. Can You Recall an Email Using the Outlook Web App (OWA)?

   Yes, it works similarly to the desktop version, but only for unread emails within the same Microsoft 365 organization.