How to Recall an Email in Outlook and Gmail | HP® technologies (2023)

You can recall emails in Outlook in five easy ways by following the steps below. You'll also learn why not emailing may not be the best option for you and what to do instead.

We've all had that feeling of frustration after sending an email to the wrong person and revealing too much information. We also made mistakes, distorted facts, sent typos and mistakes, and even reacted emotionally - later we wished we had. The good news is that recalling emails in Outlook (and Gmail) is not difficult.

MS Outlook allows you to recall e-mails up to 120 minutes after sending them. You can simply unsend an email and remove it from the recipient's inbox. Alternatively, you can replace it with new content with correct facts, tone, or attachments. But be careful: in some cases, old emails may not disappear automatically.

This article will also discuss how to recall a message in Gmail, but you only have 30 seconds to do so.

Now let's look at how to recall messages in Outlook.

How to recall sent emails in Outlook

If you're sweating over an email you just sent, here's how to recall an email in Outlook:

  1. In the left menu bar, find the filesend an e-mailfile. You may need to open the drop-down menu to see this.

How to Recall an Email in Outlook and Gmail | HP® technologies (1)

2. Find the email you want to recall.

3. Double-click the original message to open it in a new window. (If you click, you're stuck at this stage.)

4. In the upper right corner of the message, selectdocument>information.

(Video) How to Recall Mail in Outlook | Undo Send Any Email

How to Recall an Email in Outlook and Gmail | HP® technologies (2)

5. SelectResend the message and withdrawand thenwithdraw this message.

6. Confirm your selectionDelete unread copies of this message.

7. Simultaneous selectionTell me if the recall was successful or not for each recipient.

8. ClickOK.

How to Recall an Email in Outlook and Gmail | HP® technologies (3)

That's it! You just recalled an email and deleted the old version from the recipient's inbox - unless the recipient has read it.

How to convert emails in MS Outlook

Maybe you want to cancel unwanted emails and replace them with new ones. You can also attach a file, fix an error, or rewrite the message in a friendlier tone. You can replace Outlook emails with different versions like this:

  • find outsend an e-mailFolders in the left menu.

How to Recall an Email in Outlook and Gmail | HP® technologies (4)

  • Double-click on the email you want to recall, which will open it in a new window.
  • In the upper right corner of the message window, selectdocument>information.

How to Recall an Email in Outlook and Gmail | HP® technologies (5)

  • to chooseResend the message and withdraw, Thenresend this message.
  • Edit message text.
  • Clicksendoption.

That's it! You just deleted all unread copies of the offending message and replaced them with better versions.

(Video) How to Recall sent email message in Outlook - Office 365

Warning: Your old emails may not disappear

When you recall an email in Outlook, the old email may not disappear automatically. Here are some reasons why message recall may fail:

the recipient opened it

Outlook cannot recall an email if the recipient of the email has already opened it. At that moment they read it and the damage was done. If you checked the buttonTell me if the recall was successful or not for each recipient, you will receive an email telling you who has read your email and who has not.

Your email has been redirected to another folder

Sometimes you can't recall Outlook emails because recipients have filters that sort incoming emails into different folders. For example, if an email goes to the Junk or Items folder, Outlook cannot recall or delete it.

is in the public folder

If for some reason your email ends up in the public folder, you won't be able to recall it. This can happen when the email address you're sending from is public, or when the filter forwards the email to a public folder.

The recipient is using an email client other than Outlook

If you've sent an email to your Outlook account, you can recall it at any time. However, if you send it to a Gmail or Yahoo account, Outlook cannot undo the send. Similarly, if the recipient's Outlook account is configured to forward mail to a third-party email client, you cannot recall the email.

What to do if Outlook e-mail recall fails

If you can't remember your Outlook email for one of the above reasons, your best bet is to send a new apology email. It's not anyone's favorite option, but it usually gets the job done. It's easy to apologize for a wrong or unsent file, and most people will understand that you're human.

Things can get a bit complicated when emotions get in the way. If you said something at George Costanza's moment that you really, really shouldn't have said, if you don't remember that email, you should absolutely apologize. You may still have to deal with some of the fallout from your blunder, but a sincere apology will go a long way to minimizing the damage.

Don't recall emails, enable this protection instead

If you sent a malicious or erroneous email, a retraction or an apology are your only options. However, to avoid costly mistakes in the future, you can set a delay in your Microsoft Outlook outbox. This can give you a nice buffer where you can decide if you really want to send the email.

How to create a delay for Outlook emails

Any email sent late can create a nice grace period if you change your mind. Follow the steps below:

  1. In the MS Outlook General tab, clickdocumentIn the top left corner.
  2. ClickManage rules and alerts.

How to Recall an Email in Outlook and Gmail | HP® technologies (6)

3. In the pop-up window, selectnew rules.

4. ClickApply the rules to the messages I send, ThenNext.

(Video) How To Recall Mail In Outlook Mobile App (2023)

How to Recall an Email in Outlook and Gmail | HP® technologies (7)

5. If you want the delay rule to apply to every outgoing email, click the buttonNextSkip the next window again. (If you want to set exceptions for delay, you can do that first.)

6. ClickSoConfirm your choice.

7. Check the box next to itDelay delivery by a few minutes.

8. Click the link in the middle of the text below.

How to Recall an Email in Outlook and Gmail | HP® technologies (8)

9. Select the set number of minutes to wait after sending an email. (Choose up to 120 minutes.)

10. In the next window, you can add delay exceptions, e.g. if you have a recipient you must always reply immediately.

11. ClickNext.

12. ClickEnd.Your email will now wait for the specified amount of time before sending.

Setting a delay slows down email responses, causing communication delays. A 5-10 minute delay is usually enough to calm down or realize a mistake. Also, many recipients have already read your email.

MS Outlook Retirement FAQ

Still have questions or need help recalling emails in Outlook? Below are some frequently asked questions.

(Video) How To Recall Mail In Outlook (2023)

How to view retracted Outlook emails?

If you have recalled an e-mail and want to check its status, open itsend an e-mailfolder and select the original email you recalled. Then clickpathto view the connection status.

If you believe you have received an email that was later recalled, you can exercise the optionrecover deleted itemsfunction. just choosedeleted itemfolder and check that there are no recalled emails.

if you haveGarbagefolder, but nodeleted itemfolder, your account does not support restoring recalled emails.

How to recall emails in Outlook 365?

Here's how to unsend an email in Outlook 365.

  • Go to the Sent Items page and double-click on the email you want to recall.
  • insideinformationtab, clickactionand choosewithdraw this message.
  • You'll see a popup in Microsoft 365 (or Microsoft Exchange) with a reminder email.

How long do you remember the email?

You can recall an email in Outlook up to 120 minutes. However, by then, most of your audience will have already read it. Once this occurs, the email cannot be recalled, deleted, or replaced.

Do you remember your Gmail emails?

Gmail does not have a 120 minute restore feature like MS Outlook. However, you can cancel the sending of the email after clicking send, but for a limited time. You can set a cancellation period of up to 30 seconds in your Gmail settings. just scroll down toundo sending, then set the time.

See more

Gmail tips and tricks here

.

summarize

You can recall emails in Outlook by following the simple steps above, but the process is not foolproof. If the recipient has already read the email, or if the email filter forwards it to a different folder, you cannot undo it. our suggestion? Set an automatic delay for outgoing Outlook emails to limit the sending of problematic messages.

About the author:Tom Gerencer isHP technology needsTom is a reporter for ASJA, a career expert for Zety.com, and a regular contributor to Boys' Life and Scouting magazines. His work has appeared in Costco Connection, FastCompany and more.

Popular HP Desktop PCs:

FAQs

How to Recall an Email in Outlook and Gmail | HP® technologies? ›

Navigate to the sent items page, then double-click the email you'd like to recall. In the Message tab, click Actions, then select Recall This Message.

Can you recall an email between Outlook and Gmail? ›

If you sent an email to an Outlook account, you can always recall it. But if you sent it to a Gmail or Yahoo account, Outlook can't unsend it. Likewise, if your recipient's Outlook account is set up to forward mail to a third-party email client, then you can't recall the email.

How do I recall Gmail after 2 hours? ›

Choose an amount of time to recall a message
  1. On your computer, go to Gmail.
  2. In the top right, click Settings. See all settings.
  3. Next to "Undo Send," select a Send cancellation period of 5, 10, 20, or 30 seconds.
  4. At the bottom, click Save changes.

Under what conditions can you successfully recall an email in Outlook? ›

Message recall is available after you select Send and is available only if both you and the recipient have a Microsoft 365 or Microsoft Exchange email account in the same organization. So, for example, a message sent to or from a Hotmail, Gmail, or live.com account can't be recalled.

Why can't I recall an email in Outlook? ›

To recall an email, both the sender and the recipient must have a Microsoft 365 or Microsoft Exchange email account in the same organization and use Outlook as the email client . You can only recall an email if the recipient hasn't opened it yet and their mailbox is open when you process the recall.

Does deleting email in Outlook also delete Gmail? ›

If you set this to the Trash folder of your Gmail mailbox, then your deleted mail in Outlook will be also get deleted on Gmail. Double click on on your Gmail account to open its settings dialog. Select the Deleted Items tab. Select the Trash folder from the [Gmail] root.

How do I recall an email sent to an external domain? ›

Here's how to recall and replace a message:
  1. Click the More Move Actions arrow next to letter and envelope icon and select Recall This Message. ( ...
  2. If you have the simplified ribbon, select the Message tab, click on the three-dot icon (…), select Actions and then Recall This Message.
Jan 17, 2022

Is it possible to Unsend an email in Gmail after an hour? ›

Is it possible to unsend an email in Gmail after an hour has passed? No, it's not possible to unsend an email in Gmail after an hour. Gmail's "Undo Send" feature only allows for a maximum delay of 30 seconds to recall an email.

Can you recall Gmail after an hour? ›

Unfortunately, you cannot unsend a message in Gmail after one hour. You can only recall it within 30 seconds of sending it.

Can I recall a Gmail email after 1 day? ›

No, unfortunately, it is not possible to recall an email in Gmail a day after you send it. Once the maximum cancellation period (30 seconds) is over, and there's no way to use the Undo Send feature anymore.

Does Outlook recall ever work? ›

Emails that have already been “read” or opened will not be recalled. Only messages that have not been read are recalled or replaced. If the recipient opens the original message before reading the recall message, the recall will fail.

How long does it take for an Outlook email to be recalled? ›

Recalling an email in Outlook 365 can take up to two minutes. But for it to work all conditions that we discussed at the beginning of the article must be met. In general, if you haven't received any notification after a couple of hours or longer, then you can assume that the recall has failed.

How do I know if my email recall worked? ›

If the recipient opens the message about the recall first, the original message will be deleted, meaning the recall was a success. If the recipient opens the original e-mail first, the recall will be unsuccessful.

Can you Unsend an email Gmail? ›

Yes! In case you sent an email with typos or forgot to attach a PDF document, you can quickly unsend the message like nothing happened. As long as the recipient has not opened or read the received email. You can simply undo a Gmail message by clicking “Undo Send” if you decide to recall an already sent email.

How do I delete emails from Outlook and Gmail? ›

In your inbox, select one or more messages you want to delete. Above the reading pane, select Delete.

How do I delete an email sent in Outlook before recipient reads? ›

Select File > Info. Select Message Resend and Recall > Recall This Message..., and select one of the two options. Select Delete unread copies of this message to recall the sent message. Select Delete unread copies and replace with a new message to replace the sent message with a new message.

Are emails permanently deleted in Gmail? ›

When you delete a message, it stays in your trash for 30 days. After that time, it will be permanently deleted from your account and can't be recovered.

What is the new message recall feature? ›

The new recall feature can also recall “read” messages and messages from any folder or subfolder in the inbox, not just the inbox. However, administrators can disable the ability to retrieve read messages. Eventually, administrators will be able to disable the message recall feature entirely, according to the blog.

Can you recall an email sent from a shared mailbox? ›

You cannot recall messages sent through shared accounts. Recall only works if the account is opened as an account in Outlook. If the account was added to your profile as a secondary mailbox or as a managed or shared mailbox, recall is disabled, even if you have Send as permission on the mailbox.

How do I Unsend an email in Gmail after a day on my phone? ›

Recall a message using Undo Send
  1. Right after you send a message, you'll see the message "Sent" and the option to Undo.
  2. Tap Undo.

How do I undo a send in Outlook? ›

To turn on the undo send option:
  1. At the top of the page, select Settings. > View all Outlook settings.
  2. Select Mail > Compose and reply.
  3. Under Undo send, choose the how long Outlook.com will wait to send your messages.
  4. Select Save.

Can you Unsend an email in Gmail after minutes? ›

However, recalling emails isn't possible on Android devices. The good news is that Android users can turn on a setting that will prompt Gmail to confirm before sending an email.

What happens when you delete a sent message on Gmail? ›

Gmail's Undo Send feature only delays the email — it doesn't actually recall accidental messages sent to others.

How do I recall an email in Gmail after one day Reddit? ›

To do this, open Gmail and go to “Settings” (the gear icon at the top right of the page). Under the “General” tab, scroll down to the “Undo Send” section. Check the box next to “Enable Undo Send” and select the time limit you'd like to set for unsending emails.

Can you recall an email anytime? ›

You can only delete it from your own “Sent” folder, but the recipient gets it anyway. When you send a message, the receiver can view it at any time, whether or not you delete it on your end.

Can you recall an email after 2 days? ›

You cannot recall an email that is a week or more older. The only thing you can do is apply the Undo Send feature within 5 to 30 seconds of sending the email.

How do I recall a Gmail after 15 minutes? ›

How to Recall a Message in Gmail
  1. Enable undo send on your Gmail account under Settings > General > Undo send.
  2. Set the send cancellation period.

Will recall work if recipient is offline? ›

The recipient's mailbox must be open for the recall to succeed. The message must still be unread and in the recipient's Inbox.

What to do if email recall fails? ›

If you do send out something that can't be recalled, or if your recall fails, then send out a follow-up Email that provides corrected information. If you sent out something that contains inappropriate information, then it is time to send out some sincere apologies.

What does you tried to recall this message mean in Outlook? ›

Now you choose what you want to do: recall the message, which means that you want to try to delete the message from the recipient's Inbox, or replace the message, which means you want to delete the original message and replace it with a new one.

Where is the tracking button on Outlook? ›

On the File menu, select Options > Mail. Under Tracking, select the Delivery receipt confirming the message was delivered to the recipient's e-mail server or Read receipt confirming the recipient viewed the message check box.

Is it possible to delete an email already sent? ›

Sadly not. Once sent, the message is out of your control. Although some email software may have a recall or undo, these functions are not doing what you think.

Is there any chance to delete sent email? ›

The Undo send function is a default feature of Gmail. After you send an email in Gmail, you'll see the the undo option pop up on the bottom left of your screen. This allows you to recall the email. Click Undo to retract the email, and you'll be brought back to your draft.

Can a sent email be deleted by the sender? ›

Unless you were hacked, a sender cannot delete emails.

How do I recall an email in Outlook online? ›

Select Mail > Compose and reply. Under Undo send, choose the how long Outlook.com will wait to send your messages. Select Save.

How do I recall an email in Gmail without undoing it? ›

No, there isn't an option to do this. There is only the option of using the Undo Send feature within Gmail, that will allow you to stop an email from sending for up to 30 seconds. Thanks! We're glad this was helpful.

How long does it take to recall a message in Outlook? ›

Recalling an email in Outlook 365 can take up to two minutes. But for it to work all conditions that we discussed at the beginning of the article must be met. In general, if you haven't received any notification after a couple of hours or longer, then you can assume that the recall has failed.

Can I recall an email in Office 365 online? ›

Here's how to unsend an email in Outlook 365. Navigate to the sent items page, then double-click the email you'd like to recall. In the Message tab, click Actions, then select Recall This Message. You'll see a popup window in Microsoft 365 (or Microsoft Exchange) that will show you the email to recall it.

How do you recall an email in Gmail? ›

How to recall Gmail messages on Android/iOS? Open the Gmail app, compose a new email. Once you've finished writing your email, tap the send button. You will see a banner at the bottom of the screen confirming that your email has been sent, along with an "Undo" button.

Why can't I recall an email in Gmail? ›

There is no 'recall' button in Gmail. Instead, you can implement a 5, 10, or 30-second delay to 'unsend' an email - however, if you have not set this up or have not clicked on the Undo button in time, unfortunately, you will not be able to recall the email.

What software can I use to recall an email in Gmail? ›

Recall and send self-destructed messages. Pointofmail.com for Gmail and other providers allows you to track and recall email, get read receipts, send self-destructed messages, fix mistakes at sent messages and more.

How do I recall an email without recipient knowing? ›

No, as long as the original message is never opened, the recipient will never know that an email is recalled. They will just see the second email you've sent in place of the original. Recalling opened messages in Outlook: If a recipient opens your original email, you can't recall it.

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