You can delete a sent email in Outlook, but only within a narrow window and only if certain conditions are met
Outlook has a feature called Recall that lets you delete or replace an email you just sent — but it works only if the recipient hasn't opened the message yet, and only if you and the recipient are both using Outlook on the same company network or Microsoft 365 account. If either person uses Gmail, Yahoo, or another email service, or if they've already read the message, recall will not work. For emails sent to external addresses or after a few minutes have passed, deletion is not possible through Outlook itself.
The practical reality: if you sent something to someone outside your organization, or if more than a few minutes have passed, you cannot unsend it through Outlook. Your only option is to send a follow-up email asking them to disregard the first one.
Key Takeaways
- Outlook's Recall feature only works if both sender and recipient use Outlook on the same network or Microsoft 365, and the recipient has not opened the email.
- Recall does not work for emails sent to Gmail, Yahoo, or other external email services, no matter how quickly you act.
- You have only a few minutes to attempt a recall before Outlook stops offering the option.
- If recall fails or is not available, send a follow-up email asking the recipient to disregard the original message.
How to use Recall in Outlook on the web
Open your Sent folder in Outlook.com or Outlook on the web. Find the email you want to delete and click on it to open it. At the top of the message, look for a button labeled Actions (three dots) or a menu icon. Click it and select Recall this message if that option appears.
A dialog box will ask whether you want to delete the unread copies of the message or replace it with a new one. Choose Delete unread copies of this message if you simply want it gone. If you want to send a corrected version, choose Delete unread copies and replace with a new message, then compose the replacement email in the window that opens.
Click Send or Recall to complete the action. Outlook will attempt to recall the message from any recipient who has not yet opened it. You will see a report showing whether the recall succeeded for each recipient.
How to use Recall in Outlook desktop application
Open Outlook on your computer and go to your Sent folder. Right-click on the email you want to delete and select Actions, then Recall This Message. (The exact menu path varies slightly depending on your version of Outlook — in some versions, you click the File menu at the top, then Info, then Resend or Recall.)
A dialog will appear asking whether you want to delete the message or replace it. Select your choice and click OK. If you chose to replace the message, a new compose window will open where you can write the corrected version. Send it when you are ready.
Outlook will show you a delivery report indicating whether the recall worked for each recipient. Keep in mind that this report is not always reliable — a recipient may have opened the email without Outlook notifying you, in which case the recall will fail silently.
Why Recall often does not work
Recall fails most often because the recipient uses a different email service. If you sent the message to a Gmail address, a Yahoo account, or any email provider other than Outlook or Microsoft 365, Recall will not work at all. The feature only functions within the Microsoft ecosystem.
Even within Outlook and Microsoft 365, Recall fails if the recipient has already opened the email. Some email clients also download messages to a local folder automatically, which means the message exists on the recipient's computer independent of the email server — Recall cannot touch it there. Additionally, if more than a few minutes have passed since you sent the email, Outlook may no longer offer the Recall option.
For these reasons, Recall should not be relied upon as a safety net. If you realize you sent something sensitive or incorrect, assume it cannot be unsent and send a follow-up message immediately.
What to do if Recall is not available or fails
If the Recall button does not appear, or if the recall report shows that it failed for some or all recipients, send a new email to the same people as soon as possible. Be direct: write something like "Please disregard my previous email sent at [time]. I sent it in error. Here is the correct information:" and then provide the corrected content.
If the original email contained sensitive information like a password, credit card number, or confidential document, contact the recipient by phone or another method if you have their number. Email is not secure for sensitive data anyway, so a phone call is the safer approach.
For workplace emails, you may also want to notify your IT department or manager, depending on what was sent and to whom. They may be able to help contain the damage or advise you on next steps.
How to avoid needing to delete a sent email
The most reliable prevention is to pause before hitting Send. In Outlook on the web, you can enable Undo Send in Settings. Go to Settings (gear icon), then View all Outlook settings, then Mail, then Compose and send. Toggle on Undo Send and set the delay to 5 or 10 seconds. This gives you a brief window to click "Undo" after you hit Send, before the email actually leaves your outbox.
In the Outlook desktop application, the Undo Send feature is also available under File > Options > Mail > Compose messages. Enable it and set your preferred delay.
Beyond that, read emails aloud before sending them, especially if they contain important information or a tone you want to get right. Spell-check and grammar-check catch obvious errors, but they do not catch tone or logic mistakes. A few seconds of review can prevent hours of regret.
Frequently Asked Questions
Can I delete a sent email if the recipient is on Gmail?
No. Outlook's Recall feature only works between Outlook and Microsoft 365 accounts. If you sent the message to a Gmail address, Yahoo, or any other email service, you cannot unsend it through Outlook. Send a follow-up email asking them to disregard the original message.
What if the recipient opened the email before I tried to recall it?
Recall will not work. Once an email is opened, Outlook cannot delete it from the recipient's inbox. Your only option is to send a follow-up message. If the original email contained sensitive information, contact the recipient by phone if possible.
How long do I have to recall an email?
Outlook typically allows recall attempts for only a few minutes after you send the message. The exact window varies, but assume you have fewer than five minutes. After that, the Recall option may no longer appear in your Sent folder.
Does Undo Send work the same way as Recall?
No. Undo Send gives you a brief window (usually 5 to 10 seconds) to stop an email before it leaves your outbox. Recall attempts to delete an email that has already been sent. Undo Send is more reliable because it stops the message before it reaches the recipient's server.
Will the recipient know I tried to recall their email?
If the recall succeeds, they will not see the original message at all. If it fails, they will see the original email but may also receive a recall notification depending on their email client. Either way, if you send a follow-up email explaining the error, they will understand what happened.