Recall (Unsend) a Sent Email in Outlook (Chico State)

Quick Links: | Article Summary | Message Recall Settings at Chico State | Why We Use These Default Settings | Recall a Sent Message in Outlook | Check Your Recall Status | Troubleshooting and Helpful Notes |

Article Summary  

This article explains how to recall (take back) a sent email in Outlook when you realize you made a mistake (for example, wrong recipient, missing attachment, or incorrect information). It also explains Chico State’s message recall settings in plain language, what they mean for you, and how to recall a message in the different Outlook versions.

Message Recall Settings at Chico State  

Chico State uses Microsoft’s default Message Recall configuration. In everyday terms, here’s what that means:

• You have up to 1 year to try a recall: You can attempt to recall messages sent within the last 365 days.
• Message recall is turned on: The recall feature is enabled for Chico State Microsoft 365 accounts.
• Recalling can still be attempted even if someone already opened the email: Recalls are allowed even for messages that show as “read” by the recipient (results can still vary).
• No extra “recall notification” emails are automatically sent to recipients: By default, recipients do not receive an additional notification email that says your message was recalled.

Why We Use These Default Settings  

These default settings help support a consistent, respectful communication experience across campus:

• Maintains professionalism by giving senders a way to correct mistakes quickly.
• Reduces inbox clutter by minimizing extra “recall notice” messages.
• More respectful to sender mistakes by keeping the recall process more discreet.
• Consistent experience across Outlook platforms (new Outlook, classic Outlook, and Outlook on the web).

Recall a Sent Message in Outlook  

Before you start

• Message recall works best when you and the recipient are both using Chico State Microsoft 365 work/school accounts in the same organization.
• If you sent the message to a personal email address (like Gmail, Yahoo, Hotmail, or Outlook.com), you generally cannot recall it.

New Outlook for Windows

1. In Outlook, open Sent Items.
2. Double-click the message you want to recall to open it in a separate window.
3. On the ribbon, select Recall Message, then select OK.
4. Watch your inbox for a Message Recall Report and use it to view the recall status.

Outlook on the Web (Outlook in a browser)

1. Open Outlook on the web and select Sent Items.
2. Double-click the message you want to recall to open it in a separate window.
3. On the ribbon, select Recall Message, then select OK.
4. Watch your inbox for a Message Recall Report and use it to view the recall status.

Classic Outlook for Windows

1. In Outlook, open Sent Items.
2. Double-click the message to open it in its own window (the recall option won’t work from the reading pane).
3. On the Message tab:
   • If you use the Classic Ribbon: select Actions > Recall This Message.
   • If you use the Simplified Ribbon: select More commands (...) > Actions > Recall This Message.
4. Choose one option:
   • Delete unread copies of this message
   • Delete unread copies and replace with a new message
5. Select OK.
6. If you chose to replace the message, edit the new message and select Send.

Check Your Recall Status  

After you initiate a recall, you’ll receive a Message Recall Report email. Open that email and select the link inside it to see whether the recall:

• Succeeded
• Is pending
• Failed

Troubleshooting and Helpful Notes  

• If you don’t see “Recall Message / Recall This Message”:
  • You may not be using a supported Outlook version, or you may not be on a Microsoft 365 work/school mailbox.
  • The message may have been sent outside the organization (for example, to Gmail).
• If the message is “too old”: Recall attempts are limited to messages sent within the last 365 days.
• Recalls aren’t guaranteed: Even when recall is allowed, success can depend on recipient conditions (for example, mailbox availability, how/where the message is stored, and other delivery factors).
• Outlook.com “Undo send” is different: If you are using a personal Outlook.com account, recall isn’t available. Outlook.com offers an “Undo send” delay instead.

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