You need to send an email again, but you do not want to copy and paste the content or retype the entire message. This is a common need when an email fails to send correctly or when you must send the same information to a different recipient. Outlook includes built-in features to resend messages directly from your Sent Items folder. This article explains the steps to resend an email using the correct Outlook commands.
Key Takeaways: Resending Emails in Outlook
- Actions > Resend This Message: Recreates the original email with all its content and attachments for you to edit and send again.
- Forward: Sends a copy of the original email to new recipients, but the message appears as a forwarded item.
- Recall This Message: Attempts to delete an unread email from a recipient’s inbox, which is different from resending.
Understanding Outlook’s Resend and Forward Options
Outlook provides two primary methods for sending an existing email again. The Resend command is designed for situations where the original send attempt failed or you need to send an identical message to a new person. It opens a new email window populated with all the original data, including the To, Cc, Bcc, Subject, body, and attachments. You can then change any details before clicking Send.
The Forward command is more commonly used for sharing a received email, but you can also forward your own sent messages. This method prefixes the subject line with “FW:” and includes the original message in the body. It is useful for providing context or sending a copy to someone who was not on the original thread. A key requirement for using the Resend feature is that the original email must be in your Sent Items folder.
Steps to Resend an Email in Outlook
Follow these steps to locate a sent email and use the Resend command. This process works in the Outlook desktop application for Microsoft 365.
- Open your Sent Items folder
In the Outlook folder pane, click the Mail icon. Then find and click the Sent Items folder to view all emails you have sent. - Find and select the email to resend
Scroll or use the search box at the top of the message list to locate the specific email. Click once on the email to select it. - Open the Resend command
Go to the Message tab on the ribbon. In the Move group, click the Actions button. From the dropdown menu, select Resend This Message. - Edit and send the new message
A new email window will open. The original recipients, subject, and content are already filled in. You can modify any field, such as the To address or the email body. When ready, click the Send button.
Using the Forward Method
If you prefer to send the email as a forwarded message, use this alternative method.
- Select the email in Sent Items
Navigate to your Sent Items folder and select the desired email. - Click the Forward button
On the Home tab, in the Respond group, click the Forward button. You can also right-click the email and select Forward. - Address and send the forwarded email
In the new window, add the recipient’s address to the To field. The subject will show “FW:” followed by the original subject. Edit the body if needed and click Send.
Common Mistakes and Limitations
Resend Option Is Grayed Out or Missing
If the Resend This Message command is not available, you are likely not viewing an email from your Sent Items folder. Drafts or emails in other folders do not have this option. Ensure you have selected the message in the Sent Items folder. Also, check that you have the correct permissions if the email is in a shared mailbox’s Sent Items.
Confusing Resend with Recall
The Actions menu also contains Recall This Message. This feature tries to retrieve an email from a recipient’s inbox before they read it. It does not create a new email for you to send again. Using recall is often unreliable because it requires specific server conditions and recipient settings.
Attachments Are Missing When Forwarding
When you forward an email, all attachments from the original are included by default. If attachments seem missing, verify you selected the correct email. In some list views, you might have selected a conversation header instead of the individual message containing the attachment.
Resend vs Forward: Key Differences
| Item | Resend This Message | Forward |
|---|---|---|
| Primary Use Case | Sending an identical email again after a failure or to a new recipient | Sharing a copy of an email, often for context or information |
| Subject Line | Uses the original subject without modification | Adds “FW:” prefix to the original subject |
| Recipient Fields | Pre-populates To, Cc, and Bcc from the original send | To field is empty; you must add new recipients |
| Message Format | Appears as a brand new email to recipients | Shows the original email within the body of the new message |
| Availability | Only for emails in your own Sent Items folder | Available for any email in any folder |
You can now efficiently resend any email from your Sent Items without manual copying. Use the Resend command for a clean new message or Forward for sharing with context. For a related advanced tip, use the Quick Steps feature to create a one-click button that forwards an email to a specific team distribution list.