We’ve all been there. You hit send on an email only to realize there’s a glaring mistake, a crucial attachment missing, or you accidentally sent it to the wrong person entirely. Thankfully, Microsoft Outlook offers a lifeline – the “Recall Email” feature.
This article will be your one-stop guide on how to recall an email in Outlook, covering both desktop and web versions, different scenarios, and some key considerations.
Understanding Recall: When and How it Works
The recall feature allows you to retract an email you’ve already sent, ideally before the recipient opens it. However, its success depends on several factors:
Recipient’s Email Client:
Recall only works if the recipient uses a Microsoft Exchange server or another email client that supports the recall functionality. If the recipient uses a different email provider like Gmail or Yahoo, you’re unfortunately out of luck.
Read Status:
The email cannot be recalled if the recipient has already opened it. Once opened, the message is delivered and beyond your control.
Here’s a breakdown of the recall process and its limitations:
Important Note:
Recalling an email doesn’t guarantee success. Even if the recipient uses a compatible email client and hasn’t opened the message yet, there’s always a chance the recall might not work due to server delays or other technical issues.
Recalling Emails in Outlook Desktop (Classic Outlook)
If you’re using the desktop version of Outlook (versions before Outlook 2016), follow these steps to recall an email:
Open your Sent Items folder:
Locate the email you want to recall.
Double-click the email:
This opens the message in a separate window.
Access the “Actions” Menu: There are two ways to do this:
Click on the “Actions” dropdown menu in the ribbon bar at the top.
Right-click on the email and select “Actions” from the context menu.
Select “Recall This Message”: A pop-up window will appear with two options:
Delete unread copies:
This attempts to remove the original email from the recipient’s inbox if unopened.
Delete unread copies and replace with a new message: Choose this option to send a corrected version while deleting the original.
Choose your desired option and click “OK”: Outlook will attempt to recall the message.
Receive a Notification:
You’ll receive a massage in your inbox informing you of the recall’s success or failure.
Recalling Emails in Outlook Web or the New Desktop Version (Outlook 2016 and Later)
The process for recalling massage in the web version of Outlook or the new desktop version (Outlook 2016 and later) is slightly different:
Open your Sent Items folder: Locate the email you wish to recall.
Double-click the email: This opens the message in a separate window.
Find the “Recall Message” Button:
Look for the “Recall Message” button in the ribbon bar at the top of the window. It might be located under the “Message” tab or the “File” tab depending on your Outlook version.
Click “Recall Message”: A confirmation dialog box will appear.
Choose your option and click “OK”: The options are the same as the desktop version (delete unread copies or replace with a new message).
Receive a Notification:
As before, you’ll receive an email informing you of the recall’s outcome.
Additional Tips and Considerations
Act Quickly:
The sooner you try to recall the massage the higher the chance of success. Delays increase the likelihood of the recipient opening the message before you can retract it.
Be Clear in the Replacement Message:
If you choose to replace the original message with a new one, clearly state in the new email that you’re replacing a previous message with an error. Briefly apologize for the inconvenience and provide the corrected information.
Consider Alternative Communication Methods:
In critical situations where a timely recall is crucial, you might consider calling the recipient directly or sending a follow-up massage highlighting the mistake and providing the correct information.
FAQs
Can I recall an email in Outlook?
Yes, you can recall an email in Outlook as long as the recipient hasn’t opened it yet.
How do I know if recalling an email will work?
There’s no guaranteed way to know beforehand. The success depends on the recipient’s mailbox settings and how quickly you act.
What happens if the recipient has already opened the email?
Unfortunately, you cannot recall a massage once it’s been opened.
Can I recall an email using the Outlook web app?
Yes, the process is similar to the desktop app.
What does “Delete unread copies” do?
This option attempts to delete the massage from the recipient’s inbox if they haven’t opened it yet.
Can I recall an email sent from a different account (e.g., Gmail)?
No, the recall functionality only works for massage sent from your Outlook account.
Does recalling an email always work?
Unfortunately, no. It depends on the recipient’s server settings and how quickly they access their massage.
What happens if the recall fails?
You’ll receive a notification informing you that the recall wasn’t successful.
Can I recall an email if I’ve already sent a replacement message?
No, once you send a replacement, the original massage cannot be recalled.
What if I accidentally sent the wrong attachment?
If you haven’t received a recall notification yet, you can try sending a new massage with the correct attachment, apologizing for the mistake.
Is there a way to prevent accidentally sending emails?
Consider enabling the “Delay Delivery” feature in Outlook, which gives you a window to edit or cancel the massage before it’s sent.
Q: How do I create a new email in Outlook?
Click the “New Email” button (usually a plus sign or envelope icon) to open a new composition window. Add recipients, a subject line, and your message content.
Q: Can I attach files to my email?
Absolutely! Click the “Attach” button (paperclip icon) and browse your computer to select the files you want to include.
Q: How do I schedule a massageto be sent later?
Click the “Down arrow” next to “Send” and choose “Schedule Send.” Pick your desired date and time for delivery.
Q: I’m drowning in massage! How can I organize my inbox?
Utilize folders! Create custom folders to categorize massage by project, client, or any other system that works for you.
Q: How do I flag important massage so I don’t miss them?
Click the little flag icon next to an email to mark it as important. You can also create custom flags for further categorization.
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