You can delete a sent email, but only within a narrow window
Outlook has a feature called Recall that lets you delete an email you just sent — but it works only if the recipient hasn't opened it yet, and only if you both use Outlook on the same company network. If your recipient uses Gmail, Yahoo, or any other email service, or if they've already read the message, recall will not work. The email will stay in their inbox.
If recall won't work for your situation, you have one other option: you can delete the email from your own Sent folder so you no longer see it, but the recipient will still have it. This is useful if you want to clean up your own mailbox, but it does not remove the message from the other person's inbox.
The steps differ depending on whether you use Outlook on the web, Outlook on your computer, or Outlook on your phone. Each version has different limitations on how long after sending you can still act.
Key Takeaways
- Recall only works if both people use Outlook on the same company network and the recipient has not opened the email.
- If recall fails or is not available, you can delete the email from your own Sent folder, but the recipient will still see it.
- On Outlook on the web, you have up to two minutes to recall an email; on Outlook on your computer, the window is longer but varies by your mail server settings.
- Deleting from your Sent folder is permanent and cannot be undone unless your IT department restores from backup.
How to recall an email in Outlook on the web
Open your Sent folder and find the email you want to recall. Click on it to open the full message. At the top of the email, look for a button or menu that says Actions or three dots (⋯). Click it and select Recall This Message.
A window will appear asking whether you want to delete unread copies of the message or replace it with a new message. Choose Delete unread copies of this message if you straightforward want it gone. If you want to send a corrected version, choose Delete unread copies and replace with a new message, type your replacement email, and click Send.
Outlook will attempt the recall when ready. You will see a confirmation message telling you whether it succeeded. If the recipient had already opened the email, the recall will fail and you will be notified. On Outlook on the web, you typically have about two minutes from the time you sent the email to attempt a recall.
How to recall an email in Outlook on your computer
Open your Sent folder. Right-click on the email you want to recall and select Actions, then Recall This Message. (On some versions, this menu item may be under Message in the top menu bar instead.)
Choose whether to delete unread copies or replace the message with a new one, the same as on the web version. Click OK. Outlook will attempt the recall and show you a report of whether it worked.
On Outlook on your computer, the recall window is longer than on the web — sometimes up to several hours — but this depends on your mail server and your organization's settings. If you are not sure how long you have, attempt the recall as soon as you realize the mistake. The worst that happens is it fails, and you will know when ready.
Why recall often fails and what to do instead
Recall fails most often because the recipient uses a different email service. If your recipient has a Gmail account, Yahoo account, or uses their company's own email system, recall will not work even if they have not opened the message. Outlook can only recall messages sent to other Outlook users on the same network.
Recall also fails if the recipient has already opened the email. Many email services read messages to a phone or computer automatically, which counts as opening them. If the recipient was away from their desk when you sent the message, they may have already read it on their phone without you knowing.
If recall fails or is not an option, your only recourse is to send a follow-up email to the recipient explaining the error and asking them to disregard the first message. This is not ideal, but it is honest and gives the recipient context. Keep the follow-up brief and specific about what was wrong in the original message.
How to delete an email from your own Sent folder
If you want to remove an email from your Sent folder so you no longer see it, open Sent, right-click on the email, and select Delete. The email will move to your Deleted Items folder. If you want to remove it permanently, open Deleted Items, right-click on the email, and select Delete again.
This action only affects your own mailbox. The recipient will still have the email in their inbox. Deleting from your Sent folder is useful if you want to clean up your own records, but it does nothing to remove the message from the other person's view.
Once you permanently delete an email, you cannot get it back unless your IT department has backups of your mailbox. Most organizations keep backups for 30 to 90 days, but this varies. If you delete something by mistake, contact your IT department when ready — the longer you wait, the less likely they can recover it.
Preventing mistakes before you send
The most reliable way to avoid needing to delete a sent email is to slow down before hitting Send. Read the email aloud to yourself, especially if it contains important information or a tone you are not sure about. Check the recipient line twice — many mistakes happen because the email goes to the wrong person.
If you are angry or upset, write the email but do not send it. Close it, wait an hour, and read it again. You will often find words you want to change. Outlook has a feature called Undo Send that gives you a few seconds to cancel an email after you click Send, but only if your IT department has turned it on. Check your settings to see if it is available to you.
For emails you send regularly — like status updates or meeting invitations — create a template in Outlook so you do not have to type the same thing twice. This reduces the chance of typos and missing information.
Frequently Asked Questions
Can I recall an email if the recipient is on Gmail or Yahoo?
No. Recall only works between Outlook users on the same company network. If your recipient uses Gmail, Yahoo, or any other email service, the recall feature will not work and the email will remain in their inbox. Your only option is to send a follow-up message explaining the error.
How long do I have to recall an email after I send it?
On Outlook on the web, you have about two minutes. On Outlook on your computer, you may have longer — sometimes several hours — but this depends on your mail server and organization settings. Attempt the recall as soon as you realize the mistake. If it fails, you will know right away.
If I delete an email from my Sent folder, does the recipient lose it?
No. Deleting from your Sent folder only removes the email from your own mailbox. The recipient will still see it in their inbox. If you need the recipient to not see the email, you must use Recall before they open it, or send a follow-up message asking them to disregard it.
What if I permanently delete an email by mistake?
Contact your IT department when ready. Most organizations keep mailbox backups for 30 to 90 days. The sooner you report the deletion, the better your chances of recovery. If you wait too long, the backup may be overwritten and the email cannot be restored.
Does Outlook have an undo button for sent emails?
Outlook has an Undo Send feature that gives you a few seconds to cancel an email after you click Send, but only if your IT department has turned it on. Check your Outlook settings to see if it is available. If it is, use it — it is more reliable than recall because it works before the email leaves your computer.